Senior Executive Assistant

Themis Solutions Inc.; Vancouver, Calgary, Old Toronto; Hybrid; CAD 60,000 - 100,000; Full time

Job summary

An innovative firm is seeking a Senior Executive Assistant to support its dynamic leadership team. This role requires a proactive individual with over 10 years of experience in administrative coordination, who can manage complex schedules and maintain confidentiality. The ideal candidate will demonstrate exceptional communication skills and the ability to build strong relationships across departments. With a hybrid work environment and a commitment to diversity and inclusion, this position offers a unique opportunity to contribute to high-profile projects and initiatives while enjoying a flexible work culture. If you're ready to make a significant impact and thrive in a supportive atmosphere, this role is for you.

Benefits

Top-tier health benefits

Dental and vision insurance

Flexible time off policy

RRSP matching

Clioversary recognition program

Qualifications

• 10+ years as an executive assistant with a focus on administrative coordination.
• Exceptional communication and interpersonal skills are essential.

Responsibilities

• Manage schedules, appointments, and travel for the Senior Leadership Team.
• Coordinate team events and handle logistical tasks as needed.

Skills

Administrative Coordination

Communication Skills

Interpersonal Skills

Time Management

Confidentiality

Problem Solving

Education

10+ years of experience as an Executive Assistant

Tools

Google Suite

Slack

Asana

Concur

Mac Operating Environment

Job description

We are currently seeking a Senior Executive Assistant to work closely with our senior leadership and executive teams here at Clio. This Senior Executive Assistant will work to provide administrative assistance and operational support for the business. This role is for an entrepreneurial individual who has a customer service mindset and exceptional administrative, coordination and communication skills.

An Executive Assistant at Clio works autonomously day-to-day within a set of established parameters. Guidance is provided and sought when faced with more complex situations and challenges. This role builds strong interpersonal relationships with other departments and individuals across the organization. Excellent judgment and discretion are expected, as well as the ability to anticipate and communicate the perspectives and preferences of Executives they support.

This person needs to be based out of Vancouver, Calgary, or Toronto as this individual will need to be in person 2-3 times per week.

What you'll work on:

1. Contribute to the planning, organization, and execution of special projects - including high-profile international events and key organizational initiatives;
2. Oversee and manage schedules, appointments, and travel arrangements for the Senior Leadership Team;
3. Coordinate team events, support community-building, and handle logistical tasks, as requested;
4. Manage group-wide meetings and agendas, take notes, and track action items for the Senior Leadership Team;
5. Review, route, and respond to incoming e-mail correspondence and organizational requests on behalf of the Senior Leadership Team;
6. Organize, track and reconcile professional finances and expenses;
7. Coordinate communications and liaise directly with external partners, vendors, and clients;
8. Create and maintain internal documentation, knowledge management, and communications for the Executive Assistant team;
9. Maintain a high degree of trust and integrity around the protection of confidentiality as an expectation;
10. Act as an exemplar of Clio’s values and culture, serving as an ambassador for the Senior Leadership Team both internally and externally.

What you may have:

1. 10+ years of experience working as an executive assistant or a proven track record of success providing administrative coordination in a professional setting;
2. Exposure to senior leaders, business strategy and decision-making;
3. High degree of trust and integrity around the protection of confidentiality;
4. Collaborative and self-starter mindset with a bias to action;
5. Flawless written and verbal communication skills, even under pressure;
6. Strong interpersonal skills and capacity to develop high levels of trust;
7. The capacity to multi-task and possession of excellent time management skills;
8. Resourceful and able to work independently with a deadline-oriented mindset;
9. Proficiency in Mac operating environments, Google Suite, Slack, Asana and Concur;
10. A high level of comfort with new technologies and tools;
11. High degree of professionalism, emotional intelligence and trust.

What you will find here:

Compensation is one of the main components of Clio’s Total Rewards Program. We have developed a series of programs and processes to ensure we are creating fair and competitive pay practices that form the foundation of our human and high-performing culture.

1. Competitive, equitable salary with top-tier health benefits, dental, and vision insurance;
2. Hybrid work environment, with expectation for local Clions (Vancouver, Calgary, Toronto, and Dublin) to be in office min. once per week on our Anchor Day;
3. Flexible time off policy, with an encouraged 20 days off per year;
4. RRSP matching and RESP contribution;
5. Clioversary recognition program with special acknowledgement at 3, 5, 7, and 10 years.

Diversity, Inclusion, Belonging and Equity (DIBE) & Accessibility

Our team shows up as their authentic selves, and are united by our mission. We are dedicated to diversity, equity and inclusion. We pride ourselves in building and fostering an environment where our teams feel included, valued, and enabled to do the best work of their careers, wherever they choose to log in from. We believe that different perspectives, skills, backgrounds, and experiences result in higher-performing teams and better innovation. We are committed to equal employment and we encourage candidates from all backgrounds to apply.

Clio provides accessibility accommodations during the recruitment process. Should you require any accommodation, please let us know and we will work with you to meet your needs.

Learn more about our culture at clio.com/careers