Executive Assistant & Operations Support

Nix Sensor; Hamilton; On-site; CAD 60,000 - 80,000; Full time

Job summary

A technology firm in Hamilton is seeking an EA & Operations Support to assist the CEO with administrative tasks while also providing operational support. Candidates should have 5+ years of experience as an Executive Assistant, exceptional organizational skills, and proficiency in various software tools. This role offers a competitive salary and values diversity and inclusion within the workplace.

Benefits

Competitive salary packages

Career advancement opportunities

Incredible work environment

Qualifications

• 5+ years proven experience as an Executive Assistant or similar role.
• Experience with complex calendar management and scheduling travel.
• Valid G Driver’s License.

Responsibilities

• Manage and prioritize the CEO's calendar and meetings.
• Cultivate customer relationships and ensure prompt support.
• Assist with special projects and data entry tasks.

Skills

Exceptional organizational abilities

Highly effective communication

Experience in calendar management

Attention to detail

Education

Post-secondary education in Business Administration

Tools

Microsoft Office

Google Suite

MS Teams

Slack

Job description

At NIX SENSOR LTD, we specialize in creating exceptional products that empower color professionals and consumers to unravel the mysteries of color. Our flagship product, the Nix Mini 3 offers a magical experience akin to the Photoshop eyedropper, bridging the gap between the physical and digital worlds. With Nix, users can seamlessly translate real-world colors into digital formats and vice versa.

We are looking for a dynamic individual to join our Team. Someone with a passion for excellence.

NIX SENSOR LTD offers competitive salary packages, an incredible work environment, and career advancement opportunities.

JOB OVERVIEW

The EA & Operations Support position will focus 50% of their time in providing high-level administrative support to the Nix Sensor Ltd. CEO by assisting in managing their daily activities and responsibilities. The remaining 50% of their workflow will be dedicated to operational team support with customer service, office maintenance and special projects assistance. The role requires skilled organizational abilities, superior communication and responsiveness and the ability to handle confidential information with professionalism.

Success in this position requires taking initiative, anticipating needs, identifying problems before they accelerate and proposing effective solutions. The EA & Operations Support must be able to work seamlessly with leadership and other cross-functional teams and collaborate effectively with different personalities and work styles.

KEY RESPONSIBILITIES

50% CEO EA

• Manage and prioritize the CEO's calendar, including scheduling meetings, appointments, conferences and special events.
• Coordinate executive travel arrangements, registrations, accommodations and itineraries.
• Screen and manage incoming calls, emails, and correspondence on behalf of the CEO.
• Prepare meeting agendas, take meeting minutes and follow up on actions items as required.
• Maintain organized files, records and documentation for easy access.
• Conduct research, compile data, and prepare reports as requested by the CEO.
• Professionally handle a wide range of sensitive and confidential information with integrity and discretion, including intellectual property, strategic plans, personnel matters and pre-release technologies.
• Complete minute taking for meetings, and follow up with individuals on action items associated with meetings to ensure deadlines are on track.

50% Operational Support

• Cultivate customer relationships by ensuring prompt delivery of support services via email, phone, Company website, including troubleshooting, complaint resolution and guidance on product features and tutorials.
• Oversee customer return processes, including diagnostic testing of returned hardware and the coordination of replacement unit shipments.
• Organize Company events; arrange catering for meetings and team celebrations.
• Assist with special projects including data entry, research, purchasing and office maintenance.
• Comply with all Nix Sensor Ltd. policies and procedures.
• Perform any other administrative duties as required by Nix Sensor Ltd. Management.

KNOWLEDGE, SKILLS AND COMPETENCIES

• Post-secondary education in Business Administration, or related field preferred.
• 5+ years proven experience as an Executive Assistant, or in similar role.
• Experience with complex calendar management, scheduling travel, booking meetings and events.
• Exceptional organizational abilities, meticulous attention to detail, and the ability to manage multiple priorities without compromising quality of work.
• Highly effective communicator with superior written and verbal skills.
• Proficiency in Microsoft Office/Google Suite and other relevant collaboration software/tools (e.g. MS Teams, SharePoint, Slack)
• Valid G Driver’s License.
• Commitment to diversity, equity and inclusion in all communications and interactions is valued and encouraged.

PHYSICAL DEMANDS

• This job requires light physical exertion associated with a typical office-based role, with a frequent requirement for high-intensity mental, visual and auditory concentration.
• Occasional lifting from 5-20 lbs, unassisted.

KEY PERFORMANCE INDICATORS

• Calendar and Scheduling Management
• Document and Information Management
• Task Completion Rate
• Operational Support
• Productivity and Efficiency
• Customer Experience
• Project Coordination

What We Value:

Creativity and Fresh Approaches: We thrive on innovative thinking and seek out unconventional solutions rather than cookie-cutter approaches.

Passion for Excellence: Our highly motivated team takes immense pride in crafting remarkable products.

No phone calls or agencies please.

ACCESSIBILITY STATEMENT (AODA IN ONTARIO)

Nix Sensor Ltd.is committed to providing a barrier-free work environment in concert with the provincial guidelines for accessibility (Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Ontario Only). As such, Nix Sensor Ltdwill make accommodations available to applicants with disabilities upon request during the recruitment process.

HUMAN RIGHTS STATEMENT

Nix Sensor Ltd strives to ensure that its employment practices are free from direct and indirect discrimination and is committed to upholding the human rights of those participating in the hiring process. In pursuit of this commitment, Nix Sensor Ltdwill not condone or tolerate any acts of discrimination or harassment under any of the grounds protected under human rights legislation. This commitment extends to the hiring process and throughout the course of employment.