Executive Assistant
Introduction and Background
Women in Payments offers women in the payments and fintech industry opportunities for career development through learning, networking, mentorship, and recognition at all stages of their careers. Members enjoy conferences, events, and a wide range of career development programs and opportunities. Engagement and support come from leaders in payments and fintech across multiple global markets. Further information can be found at www.womeninpayments.org
Job Profile
We are seeking an experienced and highly capable Executive Assistant to provide comprehensive support to our CEO. The successful candidate will play a pivotal role in ensuring the smooth operation of our executives' activities, contributing to their efficiency and effectiveness.
Key Responsibilities
Specific duties and responsibilities include:
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Calendar and Time Management: Maintain and manage complex calendars for the CEO, coordinating meetings, appointments, and events across multiple time zones and countries. Prioritize and optimize the CEOs schedule to maximize their productivity.
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Communication and Correspondence: Act as a gatekeeper, screening and managing incoming communications, including emails, calls, and messages.
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Travel Coordination: Arrange domestic and international travel logistics, including flights, accommodations, transportation, and itineraries. Ensure executives are well-prepared for travel with all necessary documentation and information.
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Meeting and Event Coordination: Organize and coordinate in-person team meetings, handling logistics such as venue selection, catering, materials, and technology setup. Prepare meeting agendas, minutes, and follow-up action items as required.
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Manage Talent Board: Post job opportunities, coordinate vendor onboarding and posts, document Talent Board metrics.
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Office Management/HR functions: Maintain confidential and sensitive information with the utmost discretion and professionalism. Onboard and Offboard employees. Oversee time off and leave records. Organize and manage electronic HR files, ensuring quick retrieval and accurate documentation.
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Task Prioritization and Support: Proactively anticipate executives' needs and prioritize tasks accordingly. Provide general administrative support, including ad-hoc tasks.
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Cross-Functional Collaboration: Collaborate effectively with various departments and external stakeholders to facilitate communication and project coordination.
Qualifications & Competencies:
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Administrative Assistant: 5 years (Required)
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Highly effective technology skills, including MS Office, Excel, Word, PowerPoint, etc.
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Impeccable grammar and communication skills
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Ability to work independently, with minimal supervision and direction
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Exceptional organizational, prioritization, and time management skills
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Is able to anticipate the needs and requirements of the CEO, demonstrating resourcefulness and critical thinking
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Builds strong relationships with external clients and internal stakeholders
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Ability to handle confidential information with the highest level of integrity and discretion.
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Comfortable working in a fast-paced environment and adapting to changing priorities.
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Demonstrated ability to adapt to changing priorities, tasks, and projects while maintaining a positive attitude and high-quality work output.
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Flexibility to work overtime or outside of typical schedule, if required
Posting to close 12pm ET November 8, 2023.
While this is a remote role, ideal candidates will be in the greater Toronto area, so they can attend regular in-person company meetings. We appreciate interest from all candidates, however, will only contact a short list of candidates for further discussion.
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 because we believe the workplace is better and stronger when we build a culture that celebrates our differences.