Executive Assistant to the CEO

In-person / Full-time

We are seeking a highly organized and proactive Executive Assistant to support the CEO of Plantaform. The ideal candidate will have a proven track record of managing complex schedules, coordinating executive activities, and facilitating efficient operation within fast-paced environments. This role is pivotal in ensuring that the executive can focus on critical business areas by managing administrative tasks, streamlining operations, and handling communication with key stakeholders.

Key Responsibilities:

• Manage and coordinate the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Act as a point of contact between the executives and employees or other stakeholders.
• Prepare and organize board meetings, including the creation of agendas, distribution of materials, and taking minutes.
• Handle correspondence, draft emails, and prepare communications on the executive's behalf.
• Facilitate internal communication, ensuring the team is aligned with executive directives.
• Assist in preparing and monitoring budgets, expense reports, and financial documents.
• Coordinate with the marketing, product, and engineering teams to track progress and deadlines.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives.
• Help streamline operations to maximize efficiency.
• Develop and maintain a system for managing tasks and priorities for the executive.
• Provide support in seeking sales opportunities and investor relations activities.
• Assist in building a strong team culture and resolving day-to-day issues within the company.

You should have:

• Exceptional organizational and time management skills.
• Strong communication and interpersonal abilities.
• Proficiency in office software, Excel, including MS Office, and familiarity with project management tools.
• Ability to handle confidential information with discretion.
• Experience in coordinating travel arrangements and managing complex schedules.
• Knowledge of financial and budgeting processes is an asset.
• Ability to work independently and make decisions in a fast-paced environment.
• Must be adaptable and capable of juggling multiple tasks across two distinct companies.
• Ability to speak French is an asset