Executive Assistant

At Women in Payments, our professional network unites women from around the globe with a shared vision of gender parity. We are committed to diversity, equity, and inclusion, and believe that our workplace thrives when we build a culture that celebrates our differences.

Summary: This full-time position assists to manage the CEO’s calendar and travel arrangements, perform office and HR administration, staff meetings, special reporting, and other responsibilities as assigned.

Location: Toronto, Ontario, Canada (remote, with onsite conferences & team meetings approximately quarterly)

Reporting Structure: The Executive Assistant reports to the CEO and has no direct reports.

 Application closing date: October 28, 2024

Responsibilities:

·       Executive Assistant:

Manages calendars across multiple time zones and countries

Drafts correspondence to clients, stakeholders and executives 

Coordinates distribution of personal correspondence on occasion 

Assists CEO to prepare for meetings

·       Office and HR Management:

Maintains staff records, including leave and time off records

Onboard and offboard employees

Assists to remedy technology failures 

Coordinates payments for approved invoices

·       Other Projects:

Specialty projects such as updating the employee handbook, or creating invoice templates

·       Additional Duties

Manage Talent Board: Post job opportunities, coordinate vendor onboarding and posts, document Talent Board metrics.

Qualifications & Competencies:

·       Executive Administrative Assistant: Minimum 15 years experience working for a single C-suite executive

·       Highly effective and consistent communicator

·       Impeccable grammatical skills 

·       Highly effective technology skills, including MS Office, Excel, Word, Powerpoint, etc 

·       Ability to work independently, with minimal supervision and direction in a fast-paced remote working environment 

·       Exceptional organizational, prioritization, and time management skills 

·       Is able to anticipate the needs and requirements of the CEO, demonstrating resourcefulness and critical thinking 

·       Is adaptable and team player when it comes to miscellaneous projects 

·       Builds strong relationships with external clients and internal stakeholders

·       Flexibility to work overtime or outside of typical schedule, if required 

While this is a remote role, the successful candidate will live in the Toronto area, so they can attend regular in-person company meetings. We appreciate interest from all candidates; however, we will only contact a short list of candidates for further discussion.

Only the CVs of candidates who answer all screening questions will be considered.