Executive Assistant

knak.; Ottawa; Hybrid; CAD 45,000 - 75,000; Full time

Job summary

An innovative firm is seeking a proactive Executive Assistant to support top executives and ensure smooth operations. In this dynamic role, you will manage complex calendars, coordinate travel, and handle confidential information with discretion. Your organizational skills and ability to thrive in a fast-paced environment will be key to success. The company values culture and growth, offering a rewarding work environment with competitive salaries and benefits. If you're eager to contribute to a mission-driven team and make an impact, this opportunity is perfect for you.

Benefits

Competitive salaries

Equity in the company

Paid vacation

Life leave days

Team lunches

Off-sites

Career growth commitment

Qualifications

• 3+ years of experience in administrative or executive assistant roles.
• Proficient in G-Suite and familiar with tools like Calendly and Zoom.

Responsibilities

• Manage complex calendars and coordinate travel for executives.
• Prepare high-quality documents and presentations for meetings.
• Organize company events and monitor expenses.

Skills

Administrative Skills

Organizational Skills

Communication Skills

Discretion

Adaptability

Positive Attitude

Travel Coordination

Education

3+ years of administrative experience

Tools

G-Suite

Calendly

Zoom

Job description

Knak is a mission-driven company

Why? Because our time is limited, our competition is fierce, and our margin for error is small. For us to have the greatest impact on the world, we need to be laser focused on our core mission, which is...

Empowering people to be creative.

That’s why Knak exists.

We are a world-class enterprise email and landing page creation platform with a focus on making successful and happy customers by providing them with an incredibly powerful, yet easy to use creation platform.

Our industry leading SaaS solution is built by Marketers, for Marketers. We know that it’s the small things that make the biggest impact and that emails and landing pages are where the rubber hits the road when it comes to Marketing Automation. We change the way Marketers work by making them more efficient, while improving conversion rate of their campaigns and helping them stay on brand.

Oh, and we have a bit of fun while doing it, too!

The Role:

We are seeking a proactive and highly organized Executive Assistant to support our Chief Revenue Officer (CRO) and Chief Marketing Officer (CMO). This is a pivotal role that ensures the smooth day-to-day operations of these key leaders, handling a wide range of administrative responsibilities with precision and professionalism.

You’ll manage complex calendars, coordinate travel, streamline communications, and help execute strategic initiatives. Your ability to anticipate needs, stay organized, and maintain a high level of discretion will make you an invaluable partner in Knak’s success.

This role is ideal for someone who thrives in a fast-paced, dynamic environment and takes pride in creating order amidst competing priorities.

What You’ll Do:

• Manage and coordinate calendars, ensuring meetings and priorities are scheduled efficiently.
• Attend meetings for minutes and action item tracking.
• Provide exceptional email management, triaging requests and prioritizing with sound judgment.
• Arrange and oversee complex travel plans, accommodations, and conference logistics for executives.
• Organize and execute company events, leadership retreats, and team-building activities.
• Sit on various committees such as the Culture Committee and the Health and Safety Committee.
• Monitor and reconcile expenses, prepare detailed reports, and submit contracts for approval.
• Conduct research and gather data to support reports, presentations, and decision-making.
• Prepare, edit, and format high-quality documents and presentations for internal and external audiences.
• Handle confidential information with the utmost discretion and ensure compliance with company policies.
• Be the point person/owner for our internal travel platform Egencia.
• Back up to the Office Manager and HR team for front desk coverage when needed.
• Act as a gatekeeper and advocate for the executives, ensuring they have the resources and support they need to focus on strategic priorities.
• Maintain a strong understanding of Knak’s vision, business direction, and organizational goals.
• Bonus: You’ll be working closely with the CEO’s Executive Assistant as an admin powerhouse team, which includes covering for each other when on vacation (meaning you’ll have facetime with the CEO, and can enjoy much deserved time off knowing things will be covered).

What We’re Looking For:

• Experience: At least 3 years of administrative or executive-level experience, ideally within the IT or SaaS sectors.
• Professionalism: High level of discretion and the ability to navigate complex, fast-paced environments with ease.
• Technical Skills: Proficiency in G-Suite, and familiarity with tools like Calendly and Zoom is a must.
• Adaptability: Thrives in dynamic environments and can anticipate and adapt to last-minute changes.
• Positive Attitude: Enthusiastic, resourceful, and eager to go the extra mile to ensure success.
• Organizational Skills: Excellent multitasking abilities, with a knack for staying one step ahead.
• Travel Expertise: Proven experience in booking travel and coordinating logistics.
• Growth Mindset: Tech-savvy and motivated to learn new SaaS tools and systems.
• Hybrid/In Office Attendance: Core in office days are Tuesday, Wednesday and Thursday with flexibility for remote/focus days on Mondays and Fridays if you so choose.

What We Offer

At Knak we have four foundational pillars. Culture, customers, product and growth. Culture is our number one pillar because we know that is at the core of building a strong company that can build amazing products and delight our customers. We do this with a laser focus on hiring the right people who are smart, positive and who want more than the typical nine-to-five offers.

We offer an extremely rewarding, second to none work environment as acknowledged by Ottawa’s Best Places to Work 2024! We show our investment in our people through our competitive salaries, equity in the company, great benefits, paid vacation, Life leave days (because life happens), team lunches and off-sites, and most importantly our commitment to YOUR career growth.

If this sounds like something you’re looking for, then we’d love to hear from you!

If you don’t see yourself fully reflected in every job requirement listed on the posting above, we still encourage you to reach out and apply. Research has shown that women and underrepresented groups often only apply when they feel 100% qualified. We strongly encourage applicants of all genders, ages, ethnicities, cultures, abilities, sexual orientations, and life experiences to apply. Knak believes in creating an inclusive, barrier-free working environment. If you require ANY accommodation to the interview process please contact [e-mail].

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