OVERVIEW

Reporting to Chief of Staff, the Executive Assistant is responsible for managing the Chief Executive Officer calendar by thoughtfully and thoroughly ensuring all meetings, appointments and events are properly scheduled and efficiently organized. This involves coordinating with individuals both internally and externally, preparing for events, and providing administrative support. They also play a role in managing travel arrangements and other administrative tasks.

EDUCATION

• Bachelor’s degree in Business Administration, Office Administration, or a related field.
• A combination of post secondary training and strong administrative experiences may be considered a comparable alternative to a formal post secondary degree.
• Relevant certifications such as scheduling, project management or technology are advantageous.

EXPERIENCE

• 5+ years of progressive experience in an Executive Assistant or Executive Scheduling role.
• 3+ years experience with scheduling in a complex, ever-changing multifaceted calendar.
• 3+ years experience making travel reservations, particularly in recent years.

Knowledge/Competencies/Skills

• Consistently displays strong organizational skills, able to manage multiple or concurrent tasks, prioritize effectively and stay highly organized at all times.
• Collaborate with and act as a strategic liaison across multiple leadership domains while respecting and adapting to different leadership styles.
• Acts with confidentiality, discretion and accountability, by ensuring work is secure and information is not shared beyond individual leaders or projects.
• Possesses excellent communication skills, able to effectively listen and communicate, adjusting style to meet the need of the audience or circumstances, understanding that a positive image is required while being a results driven achiever.
• Approaches work with a key eye and attention to detail, using meticulous approaches and suitable follow up in all work.
• Has advanced and innovative problem-solving skills, can identify and resolve scheduling conflicts and other issues in a timely and professional manner appropriate to the situation.
• Can adapt to a fast-paced environment and operate with high sense of urgency when needed regardless of working independently or with others.
• Displays stamina, drive and perseverance to handle pressure well.
• Shows and demonstrates a consistent level of poise, flexibility and understanding when there are frequent interruptions, conflicting priorities and varying workloads.
• Uses technological tools to maximum capability.

ABOUT CIRCULAR MATERIALS

Circular Materials is a national not-for-profit producer responsibility organization (PRO) that supports producers in meeting their extended producer responsibility (EPR) obligations across Canada. Created by producers for producers, Circular Materials develops, implements, and supports effective and efficient recycling programs to advance innovation, deliver improved environmental outcomes and drive value across the recycling supply chain. Our full-service offerings include collection, management, promotion and education, and reporting.
Together, we are advancing the circular economy where materials are collected, recycled, and can be returned to producers for use as recycled content in new products and packaging. As we develop enhanced recycling systems across Canada, we work to ensure more materials are looped into the circular economy, benefiting both people and the environment.
Learn more at circularmaterials.ca.
Circular Materials is an equal opportunity employer, seeking team members with a diversity of thought, skills, experiences, culture, and ethnicity to help us achieve our purpose of accelerating a circular economy for people and the planet. As a national organization operating across Canada, our goal is to build a workforce that reflects the diversity of the many provinces and territories where we do business.

Our inclusive hiring practices aim to foster a culture where all employees feel a strong sense of belonging. We are proud of our recent diversity survey results which showed that:

• 51% of Circular Materials employees identify as women.
• 53% of Circular Materials employees identify as visible minorities.
• 97% of employees believe Circular Materials fosters a strong sense of belonging for employees of all backgrounds.
• 95% of employees recommend Circular Materials as an inclusive workplace.

We welcome applications from candidates of all backgrounds, including women, Indigenous People (First Nations, Métis, and Inuit) persons with disabilities, racialized individuals, and members of the LGTBQIAS+ community.
Circular Materials supports reasonable requests for accommodation in accordance with all applicable provincial accessibility standards. Requests for accommodation will be provided by Circular Materials through the recruitment and/or assessment processes, upon contacting humanresources@circularmaterials.ca. This email is only used for accommodation requests.
We thank all applicants for their interest. However, only those under consideration will be contacted

• Scheduling – Manage assigned calendars, including meetings, appointments, events and travel arrangements. Keeps track of pending times while awaiting other party responses. Uses a priority, ranking or other system preferences to maintain calendar clarity.
• Coordination – Coordinate with internal and external parties to schedule meetings and events, ensuring proper communication and logistics.
• Meeting Preparation – Prepare for and support meetings, including gathering materials, coordinating with participants, and providing necessary assistance.
• Travel Arrangements – Coordinate and manage travel arrangements, including booking flights, accommodations and transportation.
• Administrative Support – Provide administrative support, such as managing files, preparing reports and maintaining digital file storage, messages and email archives.
• Confidentiality - Maintain confidentiality regarding sensitive information and ensure all work is handled with utmost care.
• Manage Information – manage information flow in a timely and accurate manner, ensuring continuous follow-up to ensure CEO is informed of priorities and deadlines, while also anticipating unforeseen events in any given day and sharing time-sensitive changes.