COMPANY OVERVIEW

AptPay Inc is a leading global fintech company based in Canada, specializing in real-time push payments. Our mission is to enhance customer experiences by providing faster payouts within a secure ecosystem, ensuring seamless transactions across various industries.

SUMMARY

We are seeking a dynamic individual to fill the role of Executive Assistant to the CEO with project management responsibilities. This position offers a varied range of tasks, ensuring that no two days are the same. You will primarily support the CEO through administrative tasks and calendar management, while also taking on project management responsibilities to ensure smooth operations.

REQUIREMENTS:

• Relevant field of Education: Executive Assistant degree or diploma; Bachelor’s degree in Business Administration, Project Management, or a related field.
• 5+ years of combined experience in an executive assistant and/or project management role, preferably in a corporate setting, working with executive management.
• Must have strong project management skills and enjoy the whole project management process.
• Experience with budget management and financial reporting.
• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint) is essential for creating documents, manipulating spreadsheets, reports, and presentations.
• Able to work independently while also taking direction from the CEO.
• A keen attention to detail.
• Strong multitasking abilities, willing to adapt to various departments and tasks and in a fast-paced environment.
• Able to manage interruptions, last-minute changes, and fluctuating priorities and meet deadlines.
• Superior communication skills, both written and verbal, with the ability to maintain a professional demeanour in all interactions.
• Professional, upbeat personality with high emotional intelligence to effectively interact with diverse personalities and integrate as a member of the team.
• Enjoys working in a small team with a professional yet casual atmosphere.

Knowledge and Experience considered assets:

• Experience with QuickBooks
• Experience with CRM
• Experience in a fintech company or startup
• Experience with the Canadian and US payments landscape
• Knowledge of US employment law, tax, and incorporation laws

Executive Support:

• Act as the first point of contact for the CEO, screening and directing calls, emails, and required communications both internally and externally.
• Manage the CEO’s calendar, including scheduling meetings, prioritizing daily activities, and coordinating travel arrangements.
• Organize and prepare materials for Board meetings, executive team meetings, and other important gatherings, including recording meeting minutes and following up on action items.
• Prepare and edit correspondence, presentations, and other documents as needed.
• Build and maintain relationships with external partners, stakeholders, and team members to foster collaboration and facilitate communication.
• Represent the CEO at meetings and events as needed, embodying the company’s values and brand.
• Develop and maintain the CEO’s brand presence across various platforms while ensuring a unified voice.
• Create and participate in campaigns to generate business leads through social media and events.
• Maintain confidentiality of sensitive information at all times.

Administrative Support

• In collaboration with the Finance Department, handle financial reporting, budgeting, and reconciliation as required.
• Take meeting minutes and serve as the secretary during various meetings.
• Work with the HR Department to oversee office organization, including maintaining an inviting and presentable workspace.

Project Management

• Oversee and coordinate projects from inception to completion, ensuring that deadlines are met and objectives are achieved.
• Develop project plans, timelines, and budgets; track progress and provide regular updates to the CEO.
• Proactively identify and implement opportunities to improve processes and increase efficiency.
• Facilitate communication among project teams, setting clear goals and ensuring alignment with overall company strategy.

Research and Analysis

• Conduct research and compile data relevant to ongoing projects and strategic initiatives, providing the CEO with insights and recommendations.
• Analyze information to identify trends, prepare reports, and support decision-making.
• Participate in the organization of office events, team-building activities, and manage expenses within budget allocations.
• Coordinate travel arrangements as required.
• Other duties as assigned and customary for the position.