Executive Assistant

StrataPrime Solutions, Inc.; Toronto; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

StrataPrime Solutions, Inc., a Google Cloud Premier Partner, seeks an Executive Assistant to support their operations team. This hybrid role involves managing executive schedules, organizing communications, and assisting with administrative tasks to enhance organizational effectiveness. The ideal candidate will have strong organizational skills and a proven ability to handle confidential information while maintaining effective communication across teams.

Qualifications

• 3-5 years of experience supporting an executive/leadership team in a hybrid environment.
• Proficiency in managing schedules, communications, and confidential information.
• Strong aptitude for learning new technology quickly.

Responsibilities

• Manage and coordinate executive calendars, meetings, and travel.
• Organize communication across internal teams and stakeholders.
• Assist with onboarding and offboarding of employees.

Skills

Detail orientation

Organization

Communication

Confidentiality

Adaptability

Education

Bachelor’s degree

Tools

Google WorkSpace

Scheduling software

Expense software

CRM

Slack

Job description

About StrataPrime

StrataPrime is a Google Cloud Premier Partner. We specialize in helping customers in all industry segments transform their workplace using secure enterprise solutions built by Google. We are specialists and thought leaders in how employees use collaboration and productivity tools to get things done. We understand how employees drive value creation for their organizations. StrataPrime has unparalleled expertise and experience in deploying Google Workspace, Chrome Enterprise, and GCP. We further specialize in how to secure company data to prevent security events and data loss from within or outside the organization.

Job Brief

As a member of the operations team at StrataPrime, the Executive Assistant will be responsible for managing, coordinating and organizing various aspects of the business and executive leadership team.

In this role, you will help maintain effective communication and organization across internal teams, external vendors, and key stakeholders. You will also provide assistance with administrative duties as requested.

This role is a hybrid position, requiring at least one day per week onsite in the Toronto office.

Responsibilities

• Supporting the Executive and Management Teams with any of their administrative, financial, and managerial tasks, including, but not limited to, those listed below
• Proficiently managing a calendar of appointments, meetings, and obligations; sending calendar and meeting invites and reminders as required
• Manage, organize and respond to multiple email inboxes and physical mail
• Coordinate Executive, Manager, and company-wide travel arrangements, including bookings, itineraries, and agendas
• Organizing team retreats and offsites, including team-specific events
• Managing hiring and logistics employees, as well as logistics related to our Toronto office location
• Work with the US Team to coordinate activities between Canadian and US affiliates
• Drafting and updating correspondence, summaries, presentations, and other documents for various executive and management staff
• Maintain and improve the collection, storage and maintenance of company documents, NDAs, contracts, etc. while always upholding confidentiality
• Answer and respond to phone calls, and communicate messages and information to the executives as required
• Preparing meeting agendas and itineraries and taking meeting minutes
• Performing general clerical duties, including recording, transcribing, and compiling meeting minutes and summaries
• Assisting with event planning and special projects as required
• Assisting Finance Team with Accounts Receivable follow-up
• Onboarding and offboarding of employees
• Assisting with other administrative duties as assigned by management

Values

• Act fairly, ethically and openly in all you do
• Focus on positive outcomes for our customers and always do what is right for them
• Display emotional intelligence, integrity and empathy when dealing with colleagues, customers and partners

Skills and Experience Required:

• Bachelor’s degree preferred
• 3-5 years prior experience in supporting an executive/leadership team in a virtual or hybrid business environment
• Excellent detail orientation when coordinating scheduling, dealing with financial matters, presentations, note-taking, drafting communications, etc.
• Keeping organized must be a passion of yours. Must be highly organized and have proficiency in organizing digital data, online filing systems, and electronic financial documents
• You are highly available and responsive
• You can adapt to communication from various stakeholders (both internal and external)
• Have the ability to prioritize and take initiative when needs change to ensure that things get done in a timely manner
• Self-starter and independent to be able to grab a hold of tasks and run with them, without direction. Able to use pragmatism to assess situations and react in order to make things as easy on management as possible
• Must have a strong aptitude to learn new technology quickly and be adept in travel booking; scheduling software/websites, expense software, CRM, Slack, and Organization tools
• Must have strong proficiency in Google WorkSpace
• Strong written and verbal communication for you will be interacting with clients, vendors, partners, and management on a daily basis, so you must be able to present yourself professionally
• Experienced in managing confidential and sensitive information regarding the business

Our Workplace

StrataPrime is a virtual company and all of our employees work either from a home office or on site at a client location. Our virtual organizational model is a key differentiator for StrataPrime allowing for employees to have unmatched work/life balance, and, as a business, our low overhead makes us extremely competitive against much larger organizations in the same markets that we serve. As a result of our modern virtual organization, the successful candidate must have a proven ability to work independently under minimal supervision.

Other

StrataPrime is an equal-opportunity employer and we are dedicated to fostering an inclusive and barrier-free work environment for all employees and candidates. We encourage all qualified candidates to apply and if accommodation is required during any stage of the recruitment process, please contact any member of the Management or Human Resources team. We thank all applicants for their interest; however, only those selected for interviews will be contacted.