*Position is in office- no remote work*
About spaice
spaice is changing the game in interior home design by delivering a revolutionary experience by providing an all inclusive solution platform for home renovators, designers and others to help simplify their renovation projects. Our one-stop-shop solution platform includes a user-friendly design software, along with our in-house merchandise team that sources all of the products and materials so that it can be purchasable directly from our company.
Position Summary
The Executive Assistant is an integral member of the team, who proactively provides administrative and organizational support to the Director of Operations. The Executive Assistant is responsible for providing comprehensive support to the Director of Operations and managing all tasks at hand. This dynamic position requires the ability to anticipate needs, think critically and offer solutions to problems with a high level of professionalism and confidentiality. The Executive Assistant will report directly to the Director of Operations and will be based in the Markham office location.
If you are a people person, enjoy finding solutions to challenges, extremely organized and detail oriented, multi-tasker and have excellent communication skills, we’d like to hear from you!
Primary Responsibilities
In this role, you will be responsible for, but not limited to, the following:
– Act as a liaison and provide support to the staff team. Arrange and handle logistics.
– Complete a broad variety of administrative tasks that facilitate the COO’s ability to effectively lead the organization including: assisting with special projects; drafting documents, reports and presentations; researching, analyzing and preparing information for meetings with staff and other stakeholders; composing and preparing correspondence; and initiating communications.
– Compiling, distributing and filing management reports
– Track Director’s tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments
– Serve as the primary point of contact on all matters pertaining to the Director, including those of a highly confidential nature. Prioritize and determine appropriate course of action, referral or response, exercising good judgement to reflect our organization.
– Provide special project leadership and support as needed
– Work closely with the Director ro keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer”, having a sense for the issues taking place in the office and keeping the Director updated. Anticipate Director’s needs in advance of meetings, etc.
– Coordinate meetings and assist with staff meetings and events as needed
– Provide a bridge for smooth communication between the Director and staff, demonstrating leadership to maintain credibility, trust and support within the team.
– Assist in managing all aspects of the organization. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows.
– Assist in the hiring process
– Replenish office materials such as snacks, printer supplies, office supplies, etc.
– Provide hospitality to all guests and help to create a welcoming environment
– Answer main phone line and respond to inquiries
– Other projects and duties as assigned for the overall of the organization
What we need from you
Successful candidates will possess the following qualifications:
– A degree in Business Administration (or equivalent) is desirable
– 2-3 years of experience in providing high-level administrative support to executives
– Experience of working in a fast-paced environment
– Ability to multi-task and meet deadlines
– Fosters teamwork. Works effectively with others to resolve problems and makes decisions that enhance organizational effectiveness
– Strong ability to execute work with a diversity, equity lens
– Significant executive support experience, including supporting C-level executives
– Proficiency with Microsoft Office suite of programs (Excel, Word, PowerPoint) and desktop software
– Strong verbal and written communication skills
– Outstanding interpersonal skills and preference for collaboration with proven success working with others; ability to work with high profile individuals externally, as well as collaborate internally
– Exceptional organizational skills, priority management skills and impeccable attention to detail
– High degree of professionalism in dealing with diverse groups of people including our staff, our clients, stakeholders, etc
– Ability to effectively use all available resources. Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities
– Makes timely decisions on the basis of analysis, wisdom, experience and judgment
– Self-starter with strong follow-through from start to finish on all projects
– Ability to quickly grasp new tasks and thrives on the challenges
– Ability to complete a high volume of tasks and projects with little guidance
– Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
– Ability to maintain a high level of integrity and discretion in handling confidential information
– Reliable performer who can be counted on to achieve consistent results
– Easy to talk to, able to put others at ease and relates well to others and can build a rapport across the organization
– Ability to switch gears at a moment’s notice
– Enthusiasm to learn and take initiative to learn
– Demonstrates critical thinking, communication, and relationship-building skills
Work environment
– Candidate must work from the Markham office
– Thrive in a do-it yourself, start-up environment
– Ability to work well within a cross-functional team environment and diverse communities
– This position is an outstanding opportunity for a highly motivated executive assistant to assume a pivotal role in the evolution of a fast-growing organization
– Performance based bonus system
Job Type: Full-time
Salary: From $50,000.00 per year
Additional pay:
Benefits:
Schedule:
Experience:
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