Reporting to the President, the Executive Assistant role will be focused on providing dedicated executive support in a fast-paced environment. Heavy plans and builds custom, one-of-a-kind creative features and each project is unique in its challenges. The Executive Assistant will be responsible for helping to track the diverse demands of these projects along with creative support in fulfilling a support role for the President.The successful candidate will be proactive, solution-oriented, highly organized, detail-oriented, and capable of managing a wide range of responsibilities. You will need to thrive in a fast-paced environment and possess exceptional communication skills while maintaining a professional and positive demeanor.Primary Responsibilities and ProcessExecutive Support: Perform comprehensive executive support, including general gatekeeping, calendar and task management, travel coordination, and general communications, all while ensuring a high level of confidentiality.Email/Communication Management: Tracking, reviewing, and analyzing all incoming emails and correspondence, determining the importance and urgency of requests, and handling distribution or drafting responses as required.Calendar Management: Proactively manage the President’s schedule, ensuring seamless coordination of meetings with prospective clients, the executive team, and internal stakeholders, as well as scheduling industry events and conferences. The ideal candidate will be able to anticipate, coordinate, and resolve scheduling conflicts before they arise. Expense Management: Organize expense reconciliation and ensure timely, accurate submission and reporting of expenses, aligned with the appropriate budget. Coordinate with the finance and accounting team as needed.Event Planning & Coordination: Liaise with the marketing and finance teams to plan and coordinate company events throughout the year, including recruiting the appropriate team members to help with execution. (Quarterly team building events and annual Christmas party),Point of Contact: Act as a key point of contact between the President and other departments, clients, and stakeholders. Prepare meeting agendas, materials, and record accurate minutes as required.Task Tracking: Track and follow up on action items, invitations, correspondence and documents for signature, bringing them up to President’s attention with appropriate urgency.Personal Support: Provide personal support to the President as required, including handling errands, logistics, and miscellaneous tasks.Qualifications/Required Knowledge & SkillsCompleted High School Diploma, Post-Secondary education is considered an asset5 years’ experience in an executive assistant or administrative roleExceptional organizational skills and the ability to manage multiple tasks simultaneouslyProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Excellent communication and interpersonal skillsHigh level of discretion and the ability to handle sensitive informationCreative problem-solving and decision-making abilitiesAdept at using calendar and scheduling softwareKey Success FactorsPositive attitude and ability to roll with changing priorities in a fast-paced environmentCreative problem-solving ability to handle complex tasksBuilding trust with rest of executive team and Heavy staffEmotional intelligence to read situations and anticipate needs over timeAbility to jump into tasks with minimal guidance after initial training periodCompensationA competitive compensation package will be provided including an attractive base salary and excellent benefits. Further details will be discussed in a personal interview.Express Your EnthusiasmIf you are a talented, energetic EA up for a challenge and the thought of joining the team at Heavy excites you, then we want to hear from you.Get To Know UsTo celebrate our 20th anniversary this past September, we interviewed our longest tenured employees to get their take on who we are as a team and why they enjoy working here. Give it a watch and let us know what you think:
Job Title
Executive Assistant