Virtual Executive Assistant

Leading With Nice helps individuals and teams come to clarity, discover purpose and improve effectiveness through coaching, development, planning and visioning.

Our vision is to create communities of people who have discovered their full potential and act on this knowledge to create value for themselves and others.  

Values: Appreciation, Clarity, Continual Improvement, Participation & Curiosity.

Job Title: Virtual Executive Assistant

Reports to: President

Employment Status: Part-time (approx. 20 hours/week) contract @ $20/hr

Location: Work from home, with 1-2 monthly team meetings in the GTA

Job Purpose: 

We are a small business, therefore the role of the Virtual Executive Assistant will not only aid the President in being a liaison, scheduling and project/task management, but this individual will also play a fun and integral role in helping our clients achieve their goals by providing creative input into our projects.

Job Responsibilities: 

Administration

• Manages multiple initiatives and coordinates day-to-day operations, including scheduling of meetings and managing online calendars
• Manages President’s “to-do” list
• Researches, analyzes and synthesizes material as required
• Composes a wide variety of written materials (eg. correspondence, agendas, event programs, reports, contracts, presentations)
• Organizes meetings and books meeting spaces
• Organizes and administers client appreciation programs
• Liaises with the company bookkeeper and performs minor accounting tasks
• Attends meetings virtually and takes notes/minutes
• Attends in-person meetings twice a month for projects or other business initiatives
• Gathers, tracks and analyzes data
• Edits copy
• Manges correspondence
• Maintains an organized filing system of paper and electronic documents
• Maintains database systems, and looks for ways to improve current systems

Project Coordination

• Organizes and manages project timelines mitigating potential obstacles and delays
• Liaises with clients as initial point of contact between the president and internal or external colleagues
• Prepares requests for proposals

Social Media

• Manages, creates content and schedules posts on multiple social media platforms
• Edits and updates websites

General 

• Upholds a strict level of confidentiality
• Develops and sustains a level of professionalism among staff and clientele
• Has access to transportation
• Works on special projects and contributes ideas to the growth of the organization
• Participates in meetings and corporate events as required

Qualifications: 

• A post-secondary diploma or degree with four or more years work experience in an executive administrative and/or project coordination role or equivalent work experience
• Proficient in Microsoft Office & Google Drive/Docs/Sheets
• High emotional intelligence, excellent interpersonal and relationship-building skills, and capacity to work effectively with strong personalities and demanding time-pressing decisions
• Highly effective time management skills with the ability to prioritize workload
• Excellent managerial and organizational skills with an ability to multitask
• Attention to detail
• Strong verbal and written communication skills
• Professional discretion and ability to maintain confidentiality while providing support
• Customer service focused
• General finance and accounting principles
• Strong problem solving abilities
• Ability to work independently and interdependently as part of a collaborative team
• Able to work flexible hours including evenings and weekends
• Skills in web, video and graphic design considered an asset

Posting closes December 9, 2020. Please forward all resumes and inquiries to mathieu@leadingwithnice.com with the subject “Virtual Executive Assistant Application”