Admin – Remote – Full Time
*When I Work is a remote first company. We are open to hiring candidates in the continental US and Ontario, Canada, with preference being given to Toronto, Ontario due to it being the regular working location for our CEO. We are at remote-first culture and you will not be required to be onsite in an office. Candidates outside of the Toronto area are welcome to apply.
Who We Are
We help hourly teams get shift done.
At When I Work, everything we do starts with a mission to help hourly teams work better together. We deliver on that mission by making every piece of hourly workforce management – scheduling, time tracking, shift trading, team messaging, and more – easy and straightforward for managers and employees alike.
What You’ll Do
As an Executive Personal Assistant, you help run the show. You are an essential extension of the executive leadership team and the CEO’s right hand. You will manage and ensure successful operations of the CEO’s daily professional and personal agenda and support the executive team as needed. You will create efficiencies that allow them to focus on what is most important. In this role you will:
- Act as the point of contact for the CEO, responsible for a variety of professional and personal tasks including managing schedules, calendars, appointments, travel, expense reports, communications, family schedule coordination, and information requests
- Support executive team as needed including but not limited to scheduling meetings, travel accommodations, expense reports, and information requests
- Increase overall effectiveness of the executive team through various support tasks including presentation and content creation, planning and coordinating events and meetings, and ensuring follow through on action items
- Plan, coordinate, & attend relevant meetings. Ensure meetings are successful through agenda creation, accurate scheduling, IT set-up, catering, note-taking, and follow-ups. Prepare executive summaries of meeting notes
- Create emails, presentations, reports, and executive summaries for internal and external communications
- Manage communications & information flow between the CEO to other executives and personnel at the company
- Assist with the planning and execution of company meetings & events throughout the year
- Other special projects, as assigned
Who You Are
You are a professional executive and personal assistant with a history of supporting C-level executives. You enjoy the challenge of keeping everyone on the same page through proactive communication, planning, & problem solving. You are organized and detail oriented with an innate ability to manage multiple schedules, calendars, projects and requests at any given time for an executive’s professional, personal, and family agendas. You are adaptable and flexible and recognize the ever-changing nature of this role. You are trustworthy & adaptable and excited to join a dynamic and passionate work environment.
Experience and Skills Needed
- 5+ years of experience in an executive and/or personal assistant role supporting VP or C-level leaders
- 2+ years of experience supporting a geographically distributed and/or remote executive team preferred
- 8+ years professional experience
- Bachelor’s Degree preferred, but not required
- Excellent written and visual content creations skills (presentations, emails, etc)
- Demonstrates a high degree of independent thought, judgment, discretion and confidentiality
- High degree of professionalism with an ability to maintain confidential information
- Experience successfully interfacing with many internal & external stakeholders including executives, board members, customers, colleagues, and family members
- Must have the ability to manage multiple projects and pay exceptional attention to detail
- Upbeat and solutions-oriented personality; ability to think on your feet with strong problem solving skills
- Must be able to tackle and own the day-to-day tasks along with other senior level responsibilities
- Experience with budget management with a cost-effective focus
- Proficient with Microsoft Office or Google Suite
- Proficient with Presentation Software (PowerPoint, Keynote, Google Slides, etc)
What Would Be Awesome To Have
- Experience in SaaS or Software specifically
- Experience in high growth environments
What’s In It For You
- Professional development allowance
- Dental Care & Extended Healthcare Coverage paid by When I Work
- Enhanced paid parental leave
- Paid vacation and holidays
- Flexible work environment
- RRSP Match
- Remote first culture including home office set-up stipend and ongoing telecommuter stipend
- Casual dress code
- Dynamic and dedicated team
We believe actions speak louder than words. Every encounter with our people and products should be memorable and helpful. Challenges are exciting, failure is how we learn, and we all have an entrepreneurial spirit. Building an inclusive and equitable workplace isn’t lip service. We invest our time and our money in organizations that are not only working to diversify the current jobscape, but also investing in the future of talent. We’re motivated by a strong, innovative, and passionate work culture and we’re constantly searching for ways to improve and get shift done.
Whether you’re a perfect match or not, if it sounds like a good fit, we encourage you to apply.
The tech industry is notorious for its lack of diverse representation, and we’re aware of the research showing that historically underrepresented groups are less likely to apply to a job if they don’t believe that they meet all of the criteria. Are you hesitant to submit an application because you’re not sure if you check every box? Apply anyway! We would love to hear from you and figure out what you can add to the culture here at When I Work.
We’d love to talk to you! Please submit the following to apply:
- Resume (including months/years of employment for each position).
- Cover letter including:
- an overview of your existing experience
- a convincing reason why you’d like to work at When I Work.
*Must already be authorized to work in the United States or Canada on a full-time basis for any employer.