Executive Assistant

  • Iversoft
  • Ottawa, ON, Canada
  • Feb 05, 2018
Full time Business Development Marketing Startup

Job Description

At Iversoft the Executive Assistant (EA) is in charge of bringing their amazing organizational, project management and communication skills to better the life of our Digital Marketing department. You are a team player with a optimistic personality. You need to be dependable, responsible, function well under deadlines, a self starter, able to work independently, and able to take instructions easily. We are looking for someone who enjoys being part of a team and relishes the change to help others do their job better. 

This is a full-time role

PLEASE NOTE: Your cover letter will play a significant part in whether or not you are selected for an interview.

Responsibilities 

  • Managing department's time using GSuite and monitoring Director's emails to ensure any high priority items are addressed and, where possible, emails are rerouted 
  • Following up with all members of the team to ensure that deadlines are met, extra resourcing needs are accounted for
  • Liaising with contractors
  • Creating and preparing agenda materials
  • Research and report preparation 
  • Organizing meetings, events, conference calls - including logistical details
  • Organizing team travel and ensuring everyone meets those schedules
  • Liaise with Project Management team to ensure that Digital Marketing has the extra resources they need and identifying the need for external contractors if necessary
  • Create processes and systems for managing Director's duties
  • Working with the Operations team in regards to file management and finances (particularly expenses)
  • Managing client passwords in our 1Password vault 
  • Managing logins for client social media accounts 
  • Any other administrative duties as necessary (including monitoring phone line)

Requirements

  • Experience in an Executive Assistant, administrative or project management role
  • Excellent communication skills
  • Excellent organization skills
  • Experience with Microsoft Office and iLife (keynote, pages, etc.) suites 
  • Demonstrated project and time management skills
  • Strong scheduling and coordination skills
  • Comfort using GSuite
  • Ability to plan and adapt those plans as needed

Nice To Haves

  • Experience in Marketing, specifically Digital Marketing
  • Familiarity with Social Media
  • Basic knowledge of AV equipment 
  • Knowledge of Asana 
  • Knowledge of Traffic Live
  • Familiarity with photoshoots