Assistant to the Office of the President & CEO

SUMMARY OF POSITION

The Assistant to the Office of the President & CEO will provide both high-level and administrative support to the President & CEO and will bring experience in handling a wide range of administrative and support-related tasks.

The ideal candidate will thrive in a fast-paced, high-performance, and results-driven environment. The ability to simply get things done’ under ambiguous, time-constrained, high-pressure circumstances are imperative.

The ideal individual will have the ability to exercise good judgment in a diversity of situations, with exceptional written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Job Responsibilities :

Corporate Secretary

• Plans and coordinates all logistical aspects of Board, leadership team, and company events (virtual, in-person, and offsites).
• Arranges complex and detailed travel plans, itineraries, and agendas.
• Takes notes / minutes in board, committee, and other meetings and completes internal follow-up for information and materials resulting from meeting action items.
• Ensures proper filing of the corporate record and is owner of the recordkeeping of policies and minutes.
• Acts as liaison with the Board of Directors, organizing quarterly meetings, hotel bookings, and travel.

Office of the President and CEO

• Represents President & CEO by email and phone calls, and occasionally meetings with internal and external stakeholders.
• Assists the President & CEO in keeping on top of key initiatives and assisting executives with deadlines.
• Oversees the President & CEO's personal CRM, providing considerate recommendations for gifts, note cards, and staying updated on other celebratory occasions within their extensive professional network and team.
• Responsible to attend meetings with the President & CEO and provide an overall picture of productivity to executives and stakeholders, and transmit the information as required.
• Conserves the CEO’s time by reading, researching, collecting, and analyzing data as needed for meetings and events in advance.
• Drafts letters, emails, reports, and other correspondence on behalf of the President & CEO.
• Fosters collaboration by building solid relationships with internal and external stakeholders on behalf of the CEO, ensuring prompt follow-ups to streamline decision-making.
• Acts as both "gatekeeper" and "gateway" while managing a complex, active calendar, including proactive anticipation of schedule conflicts.
• Completes all ad hoc projects as needed and ensures a smooth transition when handing them off.
• Acts as a "barometer," having a sense of the issues taking place in the environment.
• Demonstrates independence, good judgment, and practical problem-solving skills when making decisions, taking action, or working with others.
• Confidently and discretely works with confidential and high-priority information.
• Reviews and submits expense reports.
• Maintains accurate confidential files and data records.

Requirements

This role may be for you if you are :

• A strategic thinker : explores various avenues and solutions to tackle challenges.
• A proficient communicator : clear, concise, and professional in your interactions.
• Exceptional at time management : skilled at prioritizing tasks, maintaining focus, and organizing your workload efficiently.
• Service-oriented and committed to exceeding expectations.
• Proactive and skilled at anticipating needs before they arise.
• Open to giving and receiving direct feedback : able to articulate needs, questions, and goals clearly and succinctly, and comfortable seeking clarification or guidance to ensure accurate execution of tasks, scheduling, and meeting arrangements.
• Adaptable : capable of quickly adjusting to changing priorities while keeping track of all moving parts.
• Independent : capable of working autonomously with sound judgment.
• Resilient : adept at handling challenges and adapting effectively to changes.
• Possess excellent interpersonal skills : high emotional intelligence, actively listens, collaborative, maintains a positive attitude, and shows respect towards others.

Qualifications :

• 5+ years of experience across diverse industries.
• Bachelor’s degree or higher.
• Advanced proficiency in standard technologies such as the MS Office suite, Google suite, Notion, and Slack.
• Background in technology, hospitality, financial services startups, or similar fields.
• Demonstrated experience as an Executive Assistant supporting C-level executives.

Benefits

GFD offers a comprehensive benefits package to our full-time employees, which includes :

• Competitive base salary
• Comprehensive benefits plan covering medical, dental, vision care, paramedical services, life insurance, and disability coverage
• Generous RRSP matching plan
• Vacation plan based on years of service
• Best-in-class Employee Assistance Program
• Hybrid work structure allowing for 2 days in the office and 3 days working from home
• Strong commitment to learning and development for all employees
Il y a 4 jours