Executive Assistant

Description:

Reporting to the CEO, the Executive Assistant/Chief of Staff (EA/COS) will be responsible for providing integral executive, administrative and development support to the CEO and the Leadership Team. The EA/COS serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the President & CEO. The EA serves as support for the Leadership Team, organizes outreach on behalf of the President & CEO and oversees special projects.
 
The EA/COS will be an experienced, reliable and organized individual with a strong customer service and can do attitude. The EA/COS will have prior track record in administrative and office management roles and a proven track record of creative problem-solving and change management in a fast-paced, entrepreneurial driven organization and must at all times uphold a strict level of confidentiality.

Responsibilities

Executive Support

Supports the President & CEO with daily administrative duties and completes a broad range of administrative tasks including managing the President & CEO's calendar and scheduling appointments, scheduling and managing travel plans and itineraries, completing expense reports, composing and preparing correspondence, arranging agendas and preparing documents for meetings.
Communicates with staff on the President & CEO and Leadership Team’s behalf and coordinates logistics with high level meetings both internally and externally, where appropriate coordinating and collaborating with the Marketing & Communications teams. Also coordinates meetings and strategic activities with the Leadership Team.
Communicates on behalf of the Leadership Team with Board Members and other senior stakeholders as directed.
Supports the President & CEO in their external commitments, including services on external boards, committees and other groups.
Supports the Leadership Team with administrative duties as required.
Serves as President & CEO's administrative liaison to the Board of Directors and manages Board activities which include coordinating, scheduling and confirming attendance for quarterly Board Meetings, the Annual General Meeting, new Board member orientations; compiling, assembling and distributing Board meeting materials and records minutes for Board meetings.
Coordinates Finance and other Board Committee meetings, maintains confidential files and contact information.

Management Liaison

Participates as an adjunct member of the Leadership Team including assisting in scheduling, attending meetings. May be asked to represent the President & CEO and Leadership Team at designated internal meetings as required.
Assists in coordinating agenda, track actions and open issues for Leadership Team meetings. Prepares minutes, action register and follows up on assigned action items.

Other responsibilities

Coordinate with other departments to ensure priority processes and policies as directed by the Leadership Team are implemented and in place on schedule and with quality.
Supports HR related matters including drafting emails and letters for reviews, contracts and agreements as directed.
Arranging, coordinating or providing support at ventureLAB internal and external events, which may include support of the Events team in coordinating logistics as well as greeting and signing in visitors/guests.
Manage any speaking or external meeting requests for the President & CEO in collaboration with the Marketing & Communications teams.
Develop and sustain a high level of rapport and professionalism with team members, companies, partners and other stakeholders.
Contribute to the development and delivery of ventureLAB's strategic goals and objectives as well as the overall management of the organization.

Essential Skills and Qualifications

Demonstrate professionalism and are capable of managing their work load and prioritizing tasks in a fast-paced environment.
Strong organizational, logistics, and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and a high degree of accuracy
You are the calm in the storm and demonstrate an ability to organize and keep positive in ambiguous situations and dynamic environments with changing priorities.
Minimum 10 years of experience in administrative roles with experience working and providing support for senior management.
Strong Team Player and Commitment to Deliver Outstanding Customer Service
Demonstrated initiative and responsiveness; proactive approach to your work with an ability to think fast on your feet.
Strong interpersonal skills and ability to build relations with stakeholders, including staff, board members, senior level executives and external partners
Strong communication skills both written and verbal
Ability to work independently and with professional discretion, holding confidential information in the strictest of confidence; Stellar reputation for integrity and ethical conduct
Strong judgment and creative problem-solving skills including negotiation and conflict resolution
Proficient with Word, Excel, Powerpoint, Dropbox and G-Suite
Passion for the ventureLAB Mission, Vision and Culture Values