Job Executive Assistant in Ottawa

About Welbi

At Welbi, our mission is to improve the quality of life of older adults like our parents and grandparents. We do this by transforming the way front-line workers in senior living communities provide care to them every day.

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About the role

We are looking for an Executive Assistant to join our growing team. Reporting to the CEO, the Executive Assistant will work closely with the CEO and other members of the executive team to ensure smooth operations and communication within the company. This is a dynamic role, perfect for a high-performing, extremely organized, detail-oriented, motivated individual. The ideal candidate should be organized, proactive, and able to handle multiple tasks simultaneously while maintaining a positive attitude.

Helping you grow & succeed

At Welbi, we truly believe in empowering each member of our team to help them grow both professionally and personally. This means that you will:

• Ownership over your work and role, you won’t be another cog in the wheel
• You will be an integral part of the decision-making process and your voice will be heard
• You will be free of bureaucracy and unnecessary paperwork that tends to bog you down, and you will have the freedom to roll up your sleeves and get things done
• You will have the opportunity for endless career growth and not be stuck
• Lastly, in order to make sure that you are set up for success and growth in your role, you will have the opportunity to attend professional development workshops through Invest Ottawa, MaRS and more

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What we offer

To get you started

• Competitive salary
• 2 weeks of paid vacation
• 1 week of office closure during the holiday season
• 1 week of personal days
  
• Health benefits
• Continued flexible work-from-home policy
• Flex work hours

To help your growth

• Executive mentorship from accomplished industry leaders
• Professional development programs

To you and the Welbi family

• Semi-annual company retreats
• Monthly team socials & lunches
  
• State-of-the-art offices
• Performance rewards
• Employee stock options

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What you will be working on

• Minimizing distractions to ensure the CEO is focusing on the most impactful work possible
• Anticipating the needs of the CEO and the organization and acting as an information resource to help inform critical business decisions
• Maintaining calendars and coordinating appointments, business meetings, and conferences; both virtual and in-person
• Assisting with scheduling, drafting meeting materials and assisting with appropriate follow-ups
• Supporting the CEO in their sales efforts by updating deals properties, sending follow-up emails, preparing quotes and drafting contracts
• Working with the marketing and sales team to coordinate and implement CEO’s outreach and relationship-building strategies
• Overseeing the CEO and Welbi's main inboxes by reading, monitoring and responding to emails
• Monitoring Welbi's main phone line and responding to inquiries
• Drafting, proofreading and/or editing letters, documents, presentations
• Generating reports by researching, collecting and analyzing information
• Booking and coordinating travel arrangements and itineraries for the leadership team and staff
• Facilitating and owning all corporate event planning, facilitation and execution
• Handling confidential information with discretion and professionalism
  
• Supporting the leadership team in submitting applications for grants and awards
• Other projects/duties as assigned for the overall benefit of the organization

What you bring

• Outstanding time & project management skills – with the ability to balance competing priorities
• Strong attention to detail & exceptional organizational skills
• A great communicator – who is empathetic and can work closely with their team members
• Curious, thoughtful & solution-oriented
• Exceptional written & verbal communication skills in English
• Ability to proactively analyze problems, situations and solve them ahead of time.
• A critical thinker – with great problem-solving skills
• A self-starter that will own their tasks and work independently
• A great team player that is always looking to help other teammates
• A hard worker who is always looking to go the extra mile
• A plus but not necessary: advanced written & verbal communication skills in French

Competencies

• Planning and organizing
• Detail-oriented
• Adaptability
• Curiosity
• Critical thinking
• Problem-solving
• Interactive written and verbal communication

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Please note that Welbi is an equal-opportunity employer and welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.