Executive Assistant

Modes is a digital transformation and organizational design collective working with Financial Services Industry clients throughout North America. We help our clients plan, design and launch human-centered experiences that cater to their users' needs and deliver elegant solutions to their toughest challenges. Our team works with great technologies and unique projects with great clients. We constantly seek top talent to join our growing team and support our clients with innovative solutions. We have an Executive Assistant position open to help us manage our admin and HR operations. If you are interested in the opportunity, and Modes sounds like a fit, then go ahead and hit that APPLY BUTTON.

Responsibilities

Executive Assistance

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO’s style and organization policy.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Manage all aspects of the organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the organization's operation.
• Manage information systems operations, including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.

HR Administration

• Works closely with VP of HR and provides day-to-day HR support as required
• Assists HR VP with creating, modifying and managing job posting through HRIS and on recruitment sites
• Assists during the recruitment process by coordinating communication with candidates and scheduling interviews
• Processes new appointments, reappointments, leaves and terminations and maintains employee’s vacation and away calendar
• Support payroll department with validating vacations, and time off for team members
• Compiles statistics and prepares private and sensitive reports on upcoming hiring, performance management and terminations.
• Supports preparation, implementation and supports compliance with company policies
• Answers questions from employees and support managers with general benefits and policies matters
• Supports creating and tracking of HRIS system to keep track of employees work and tasks they need to complete
• Tracking employees’ vacations, sick days and their use of vacation and sick days
• Manages and arranges delivery of employees’ home office equipment and manages equipment inventory in HRIS

Accounting Support

• Generating invoices and submitting them to our clients
• Documenting SOW, Proposals and ensuring invoices follow the schedule
• Cataloguing and managing operational payables, for example: insurance, company registration, etc.
• Oversees the approval of department expenses, including the review of employee’s expense claims for accuracy and adherence to policy. Documenting company expenses like: education and certifications

General Administration

• Coordinates and helps arrange company functions and special events such as scouting and booking venues, audiovisual equipment and catering; prepares and distributes event announcements and ensures that preparations are completed
• Coordinates and supports consultants and partners with the training course and workshop event planning
• Performs other related duties as necessary
• Liaison between IT support and employees

What we are looking for

• 2+ years of experience in a similar role.
• Executive support experience, including supporting C-level executives.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem‑solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud‑based environments (web‑based applications).
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• A high degree of professionalism in dealing with diverse groups of people, including senior executives, staff, community leaders, and partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to switch gears at a moment’s notice.

What We Offer

• Competitive Salary
• Generous vacation policy
• Remote Work support
• A supportive work environment
• Enhanced Personal Health Benefits Plan
• And more

About Us

Established in 2020, Modes is a forward‑thinking consultancy dedicated to enabling digital and data solutions in the Financial Services industry. We aim to deliver exceptional solutions that address our customers’ challenges and surpass their expectations.

At the core of our firm is our commitments to People Development and Customer Success. We endeavour to create career opportunities for professionals that drive significant business impact. We encourage internal growth and professional development by building on existing strengths and continually investing in skill enhancement. With an balance of top‑tier technical and business expertise, we align ourselves with our client's business objectives, delivering innovative and scalable solutions relevant to their context.

Our mission at Modes is dual‑pronged: to be problem solvers and relationship builders. We strive to create enduring solutions and opportunities, driving success for our team, customers, and community and shaping a prosperous future for future generations.

We aspire to be the ecosystem's most reliable, influential, and inspirational consultant. As professionals, we are committed to our objectives but also believe in the importance of enjoying the journey. Fun and giving back to the community are integral aspects of our corporate culture.

At Modes, we offer an inspiring work environment that our people love, underpinned by open and transparent communication. Welcome to Modes, where work is as enjoyable as it is impactful!