Executive Assistant

at  OpenCircle Association

What will you do?
The Executive Assistant is a high-visibility administrative partner that supports the Chief Executive Officer (CEO) in managing the day-to-day administration and operations of the Executive Office. This includes providing support and managing the CEO’s business affairs and developing and streamlining systems and processes to ensure the efficiency of projects and effectiveness of communication across the organization.

Responsibilities

• Manage all business affairs for CEO including, but not limited to: booking appointments, reservations, travel arrangements, purchasing gifts, and running errands.
• Manage and maintain the CEO’s calendar.
• Manage all business travel for the CEO.
• Facilitate personal bill payment and expense reports and liaise between the Executive Office and Finance.
• Oversee general Executive Office management, including troubleshooting and fixing any issues with phones, computers, printer/copiers.
• Research people, events, companies, etc. and report as needed.
• Plan and organize the CEO for events such as meetings, conferences, training events, speaking engagements, business dinners, etc., including preparing all information, taking notes, and conducting follow-up as needed.
• Assist with communication (reviewing and formatting presentations, reports, etc.).
• Field all incoming correspondence (phone calls, faxes, mail).
• Create and maintain a physical and digital information management system and serve as the information hub of the Executive Office.
• Prioritizes items that need the CEO’s attention.
• Acts as eyes and ears for the leadership team, make recommendations as needed.

Qualifications

• 5 years’ experience in a related function or field required.
• Established knowledge of office procedures and practices.
• Demonstrated knowledge of grammar, punctuation, structure, spelling, tone, proofreading, clarity, and organization.
• High level of proficiency with Microsoft Office 365.
• Organized problem solver capable of thinking quickly with flexibility and ability to pivot and excelling in a performance-driven, results-oriented environment.
• Experience of working within a demanding, fast-paced environment to high standards.
• Ability to write materials such as memos, emails or letters with excellent verbal and written communication skills.

Core Competencies
At OpenCircle we strive to provide a workplace culture that aligns with our employees’ personal values. Core competencies for this role, to align well with our workplace culture, are:
-
- Agility
- Result-oriented
- Solution-based thinker
- Creative problem solving
- Self-motivation
Organization Summary
Building on 35 years of experience as Merit Contractors Association and Merit National, OpenCircle elevates employers and employees by supporting well-being in work, life, and the spaces in between. As a membership association supporting construction and industry partners across Canada, OpenCircle supports their client companies and their employees with sustainability and growth. As changes occur globally and at home in Canada, they shine the spotlight on the employer-employee relationship, encouraging diverse thinking on how to best support employees and their families.
*Please note that as part of our recruitment process, we require each shortlisted candidate to complete a criminal background check

• Manage all business affairs for CEO including, but not limited to: booking appointments, reservations, travel arrangements, purchasing gifts, and running errands.
• Manage and maintain the CEO’s calendar.
• Manage all business travel for the CEO.
• Facilitate personal bill payment and expense reports and liaise between the Executive Office and Finance.
• Oversee general Executive Office management, including troubleshooting and fixing any issues with phones, computers, printer/copiers.
• Research people, events, companies, etc. and report as needed.
• Plan and organize the CEO for events such as meetings, conferences, training events, speaking engagements, business dinners, etc., including preparing all information, taking notes, and conducting follow-up as needed.
• Assist with communication (reviewing and formatting presentations, reports, etc.).
• Field all incoming correspondence (phone calls, faxes, mail).
• Create and maintain a physical and digital information management system and serve as the information hub of the Executive Office.
• Prioritizes items that need the CEO’s attention.
• Acts as eyes and ears for the leadership team, make recommendations as needed