Virtual Assistant supporting the underwriting workflow at Wealth Nation, a life insurance agency. Balancing tasks between visionary and systems - oriented leaders while ensuring timely client interactions and insurance processes.
About the role
- Executive Assistant supporting the CEO and Owner at Giffen Consulting, a company providing engineering solutions. Role requires high confidentiality, strong organizational skills, and relationship management.
Responsibilities
- Handle information with an extremely high degree of sensitivity and confidentiality
- Provide comprehensive administrative support to the CEO, including managing schedules, appointments, expenses, and travel arrangements.
- Maintain the Outlook Calendar, ensuring all meetings are scheduled efficiently and conflicts are resolved promptly.
- Track and follow up on key tasks, conversations, and strategic initiatives.
- Serve as a gatekeeper and liaison between the CEO and internal/external stakeholders.
- Prepare, edit and format reports, presentations, memos, and other executive communications.
- Perform administrative duties such as filing, photocopying, and managing office supplies to ensure a well-functioning office environment.
- Organize and support high-level meetings by preparing agendas, meeting briefs, taking minutes, and ensuring action items are managed through to completion.
- Handle confidential and time-sensitive information with discretion and care.
- Leverage AI tools to improve workflow efficiency.
- Assist in process automation and CRM management (HubSpot).
- Assist with personal and business admin tasks to ensure maximum focus and productivity.
- Manage company season ticket packages, including assignment and distribution of tickets and the company condo.
Requirements
- At least 8+ years’ experience as an Executive Assistant or in a senior administrative role directly supporting top executives.
- Experience supporting founders or C-suite executives in a high-growth or entrepreneurial environment.
- Post-secondary diploma in Business, Communications, Administration or similar an asset
- Experience planning multi-day events, meetings and conferences.
- Technology adept and skilled in using various digital tools and platforms.
- Advanced Microsoft Office skills (Word, Excel, PowerPoint, Publisher, Outlook)
- Outstanding organizational skills with the ability to shift priorities and multitask.
- Experience working independently.
- Exceptional communicator, both written and verbal.
- Experience working with highly confidential information discreetly and diplomatically.
- Ability to flex your work location and/or hours to meet the needs of the CEO & Owner.
- Strong organizational skills with the ability to prioritize tasks effectively in a dynamic work environment.
- A customer-focused mindset with excellent interpersonal skills to interact positively with colleagues and clients alike.
- Comfortable using AI tools to boost productivity (e.g., ChatGPT, Gemini, scheduling assistants): you leverage technology to move faster, not slower.
Benefits
- Connect through monthly continuous performance management meetings
- Encourage continual learning through courses and conferences
- Support professional designation certification
- Invest in our people through a variety of corporate programs
- Host company-wide social events
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