Job Description:

CDI Spaces is seeking a skilled Executive Assistant to join our team. The ideal candidate is detail-oriented, highly organized, and enjoys supporting senior leadership in a fast-paced environment. As an Executive Assistant, you will play a crucial role in ensuring the smooth operation of our business by providing administrative assistance to the senior leadership team and supporting various departments as needed.

Responsibilities:

• Outlook / email management.
• Calendar management – booking and scheduling appointments based on priority.

• Provide comprehensive administrative support to the senior leadership team, including word processing, transcription, information research, proofreading, and filing.
• Draft memos, letters, financial reports, and other documents as assigned.
• Coordinate management meetings and conferences, including recording minutes and distributing them to relevant stakeholders.
• Format, revise, and print final copies of complex documents for managers and other team members.
• Client meeting support – 3 to 4 client meetings per week tasks / next steps and assist with tasking out tasks from each meeting.
• Supporting with marketing tasks / approvals (ideally good grammar and able to proof read marketing content)
• Assist in planning, coordinating, and executing events for internal and external meetings and conferences/seminars.
• Compile data, statistics, and other information for research projects as assigned.
• Review contracts at the request of senior team members and assist with proposal and tender coordination and review.
• Able to be trained on HubSpot and support with building training manuals / audit and complete checks on pipelines
• Perform other administrative duties or projects as required.

Skills, Experience, and Education:

• High School Diploma required; Business Administration Degree or Diploma preferred.
• 5+ years of experience working as an Executive Assistant in a similar role.
• Exceptional communication skills, both verbal and written.
• Demonstrated professionalism and a strong work ethic.
• Proven analytical and problem-solving skills.
• Ability to prioritize work and multi-task in a fast-paced environment.
• Extreme attention to detail with a high value on accuracy.
• Ability to handle confidential information with discretion.
• Strong computer skills, including proficiency in Excel and Microsoft Office Suite; experience with Salesforce and Financial Force or other accounting software is an asset.
• Proactive, punctual, and reliable.
• Strong work ethic with a focus on customer service.
• Ability to work well with all types of people and build strong relationships with peers and clients.

Qualities and Attributes

• 100% client-focused; always looking to create a WOW experience for clients
• Team player - ready and willing to go above and beyond to support others on the team
• A can-do person - you are always looking for solutions.
• Glass half full - you see the positive side of life and think the best about others.
• Results-oriented - you love getting things done and crossing things off your list.
• Detail-orientated - people come to you to proofread things and organize parties.
• Self-starter - you are accountable for your work and take pride in delivering quality work every single day.

What you can expect from us

• Competitive salary – Based on experience, skills, and education.
• Support for work-life balance – 3 weeks vacation, weekly work-from-home day, birthday flex day, and performance-based earned time off.
• Core Health Benefits – 100% employer-paid health and dental coverage, and additional funds for flex spending accounts.
• Longevity Rewards – You are an important part of the team, and we value long-term commitment and contributions. We recognize your loyalty and service at key milestones with a gift, pre-paid gift card, or RRSP contribution.
• Tailor-fit workspace – We outfit your workspace with tailor-fit furniture solutions to make your work-life comfortable and enjoyable.
• Inclusive and family-oriented work environment – You will build meaningful relationships with people who genuinely want to help you succeed.

CDI Spaces is a leader in providing furniture solutions and space design for educational institutions and corporate workspaces. We pride ourselves on our ability to assist our clients with tailor-fit solutions that support learners, educators, and workers to be productive, engaged, and successful.

Working with the team at CDI Spaces is fun, productive, and challenging in all the right ways. We have a great work environment with smart and friendly colleagues, celebratory lunches, and a fantastic space with the latest innovative furniture solutions and trendy space design to foster connection, collaboration, and creativity. After all, designing and building spaces is what we do. Let's do great things together; please apply!