Executive Assistant

Moonshot

Toronto

Hybrid

CAD 65,000 - 73,000

Full time

14 days+

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Benefits offered by this job

25 days paid vacation leave

Full private healthcare package

Dental & Vision Insurance

Life & Disability Insurance

24/7 access to free counseling

Generous maternity and paternity leave

Job summary

A progressive organization in Toronto is seeking an experienced Executive Assistant to support its US Leadership team while contributing to Toronto operations. The successful candidate will manage the executive's calendar, oversee travel arrangements, and support project coordination. A proactive approach and strong communication skills are essential, as is experience navigating fast-paced environments. The role offers competitive pay and a comprehensive benefits package.

Qualifications

Significant experience managing complex travel arrangements.
Proven experience in managing client communications and prioritizing urgent requests.
Strong IT skills and proficiency in relevant software.

Responsibilities

Directly manage the executive's calendar and schedule meetings.
Oversee all aspects of domestic and international travel.
Manage the executive's incoming emails and prioritize communications.
Track high-priority tasks and ensure deadlines are met.
Assist US leadership team with project coordination.

Skills

Strong organizational skills

Excellent communication skills

Attention to detail

Proactive attitude

Ability to manage complex priorities

Tools

Google Suite

Monday.com

Job description

4 days ago Be among the first 25 applicants

This range is provided by Moonshot. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

CA$65,000.00/yr - CA$73,000.00/yr

Moonshot believes that marginalized people in society — including people of color, Indigenous people, people from diverse socioeconomic backgrounds, women, Disabled and LGBTQIA+ people — must be centered in the work we do. We strongly encourage applications from people with these identities or who are members of other communities who are currently underrepresented in our workforce. All qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status. We know a diverse workforce will enable us to understand drivers behind violent extremism and online harms in an in-depth way and do better work to counter them.

About the role:

Moonshot is seeking an exceptional Executive Assistant to support its US Leadership team while contributing to our Toronto operations. Moonshot's offices are based in Toronto, Canada. We offer flexible work options including hybrid and remote arrangements. While we are open to candidates from across Canada, you will be required to work eastern timezone.

As the Executive Assistant, you will be essential in managing schedules, coordinating travel, supporting US project coordination, and facilitating various special projects. The Executive Assistant plays a vital role in coordinating activities and facilitating connections within our expanding project portfolio and business development efforts, serving as a trusted partner to ensure that leadership can focus on strategic initiatives and business development.

The successful candidate will have a deep understanding of the unique challenges faced by senior executives, particularly in managing their time, energy, and complex travel arrangements. You will need to demonstrate exceptional organizational skills, a proactive mindset, and the ability to handle difficult, often high-stakes, situations with professionalism and discretion. Managing competing priorities, navigating diverse stakeholders - ranging from internal teams to external partners, clients, senior government officials, and journalists - and ensuring that the executive's time is optimized will be at the heart of your role. Additionally, your time will be split helping the operations team. You will be responsible for a wide array of administrative activities and furthering office procedures across the organisation. As part of the operations team, you will ensure high levels of organisational effectiveness while creating and maintaining a functional and pleasant work environment that supports the team.

We are looking for someone with experience in fast-moving commercial or political environments, who can balance the demands of the executive while maintaining a calm and organized approach. The nature of this role requires the candidate to have exemplary time management skills, the ability to anticipate needs, and the capacity to prioritize effectively amidst various demands. The individual will navigate this dynamic role with professionalism, interacting seamlessly across a diverse spectrum of individuals, from Moonshot's management team to external partners, clients, senior government officials, and journalists.

Your responsibilities will include:

Directly manage the executive's calendar, scheduling meetings, appointments, and speaking engagements with discretion and foresight. Exercise sound judgment when committing the executive's time, ensuring optimal use of their schedule and evaluating the urgency and importance of requests
Oversee all aspects of domestic and international travel, including flight arrangements, visa requirements, accommodations, transportation, and logistical coordination. Ensure time zone considerations are factored in when scheduling travel and meetings, optimizing travel time and minimizing disruptions
Manage the executive's incoming emails, prioritizing and triaging urgent client, partner, and team communications. Draft timely, professional responses as needed, ensuring that no client emails go unanswered for more than 24-48 hours. Build and maintain strong relationships with key clients and partners, ensuring proactive and consistent follow-up
Track high-priority tasks and follow up on ongoing requests to ensure timely completion. Keep the executive informed of progress and ensure deadlines are met without compromising quality
Assist US leadership team with project coordination support across the US program portfolio including scheduling team and client meetings, updating project plans in spreadsheets or project management software, and coordinating review and issuance of contracts for consultants, suppliers, and partners
Prepare, reconcile, and submit expense reports in a timely manner, ensuring accuracy and compliance with company procedures
Support budget development and project financial monitoring in consultation with project managers and the finance team (e.g., tracking expenditures, updating budgets, reviewing and reconciling project profit and loss statements, and reviewing supplier invoices)
Assist in the preparation of special projects, including creating PowerPoint presentations, financial spreadsheets, reports, and agenda materials. Provide support for project documentation and the production, formatting, copy editing, quality assurance, and distribution of project deliverables.
Develop agendas and take detailed and accurate meeting minutes, ensuring that actionable items are clearly identified and communicated to relevant stakeholders for follow-up
Oversight of expenditures and finances for the day to day running of the office including managing the office Pleo account and ordering/shipping items to the team
Providing general administrative and tech support to the wider team, working closely with our IT provider and managing our Google Workspace
Assisting the global operations team with their responsibilities, which includes but is not limited to global compliance processes.
Handle day-to-day administrative tasks including printing, mailing, copying, and managing emails. Maintain organizational systems to ensure smooth operations
Draft and prepare routine correspondence for the executive's signature
Other additional and/or alternative duties as assigned from time to time

Requirements

Essential:

Strong commercial or political background experience, demonstrated through previous roles that involved strategic planning, stakeholder management, or policy development. Experience navigating complex landscapes and managing high-level priorities is essential
Significant experience managing complex international and domestic travel arrangements
Excellent written and verbal communication skills, with exceptional writing, editing, and proofreading abilities
Skilled in protecting the professional and personal needs of a busy Executive.
Proven experience in managing client communications, prioritizing urgent requests, and maintaining professional relationships with partners and stakeholders. Comfortable handling high volumes of email and correspondence with clients
Strong organizational skills, with the ability to handle multiple responsibilities simultaneously
Ability to handle ambiguity, think on your feet, and adjust to shifting priorities in a fast-paced environment
A proactive, positive attitude with a commitment to delivering tasks efficiently
Exceptional attention to detail, with the ability to assess and prioritize tasks quickly and efficiently, ensuring that critical matters are addressed in a timely manner
Highly trustworthy and ability to maintain confidentiality and use discretion and diplomacy in both written and verbal communications
Strong IT skills, with proficiency in relevant software and tools
Willingness to work outside regular working hours where required
Commitment to Moonshot's mission
In addition, we require and will check on candidates' eligibility to work in Canada.

Desirable

Proficiency in Google Suite
Experience of project management, specifically Monday.com

Benefits

25 days paid vacation leave, plus Statutory Holiday
Full private healthcare package, including coverage for partners and children
Dental & Vision Insurance
Life & Disability Insurance
24/7 access to free counseling via our Employee Assistance Program
Generous maternity and paternity leave: 26 weeks paid maternity leave, 8 weeks paid paternity leave
All permanent employees are granted share options upon employment

Salary: 65,000 CAD - 73,000 CAD depending on experience

Seniority level