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Executive Assistant
We are an innovative iron ore mining and development company servicing high demand from customers throughout Europe, the Middle East and Asia. As an employee, you will become part of a supportive, performance-driven, highly engaged, dynamic environment. We focus on creating a work environment where employees can utilize their skills and knowledge while maintaining a team-based, inclusive approach to meeting greater challenges. We maintain straight lines of communication between our operations and management to move collectively toward achieving our goals. With our core values as the foundation of our Canadian operations, we are passionate about innovation, and we are excited about our future. We are collaborative in our approach to projects, and with our entrepreneurial spirit, we aim to dig deeper and reach higher. We are innovative, turning obstacles into opportunities – and we do it all in ways that are safe and sustainable. We place the highest priority on employee safety, protecting the environment, and enhancing the development of the communities where we operate. We are committed to ensuring an inclusive and diverse work environment. You will be provided with the opportunity to expand your knowledge and skillset, working alongside dedicated employees from various backgrounds and cultures.
Job Responsibilities:
The Executive Assistant is a trusted advisor of the executive team. The Executive Assistant will have the below responsibilities:
Executive Team:
• Maintain the CEO and CFO’s calendars.
• Schedule and make all necessary arrangements for the CEO and CFO’s travel.
• During absences of the CEO or CFO, monitor all communications (email/mail),and determine the course of action.
• Process and track reimbursement of the CEO and CFO’s travel expenses.
• Support the executive team through a combination of project management, writing and editing, research, and high level administrative and relationship support.
• Prepare briefings, talking points, presentations and proposals for the executive team, for internal and external purposes.
• Conduct and assemble research and generate ideas on a variety of topics of relevance to the executive team's role and the organization.
• Participate in meetings and project groups both internally and externally, representing the views of the executive team where appropriate.
• Manage projects that contribute to the effective running of the organization's operational and administrative functions.
• Manage special projects or events at the direction of the executive team.
• Provide analytical and specialized administrative support to the executive team.
• Coordinate follow-up outreach to key individuals and organizations the executive team will be meeting with while on business travel.
• Work with legal counsel to stay current with work visas for all US based employees.
Board of Directors:
• Serve as a liaison to the board of directors and internal teams; coordinate operational support; and oversee special projects.
• Work with board chairs and CEO to review and maintain by-laws and other governance documents.
• Support leadership in the on-going review of Board committee roles, responsibilities, and structure, ensure clarity and accountability, and make recommendations to ensure effectiveness and identify areas for additional support or change.
• Work with legal counsel to ensure board compliance.
• Maintain discretion and confidentiality in relationships with all board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Assist board members with travel arrangements, lodging, and meal planning as needed. Corporate Payroll & Benefits:
• Execute the corporate payroll and perform certain HR tasks for the executive team.
Skills and Qualifications:
• Proven ability to handle confidential information with discretion.
• 2-5 years experience supporting high level executive-level work in a corporation, nonprofit, technology, b-corporation, social good or similar organization.
• Strong organization and project management skills with the ability to see the big picture and to manage the small details, and to create and maintain systems that enhance organizational efficiency.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and board members while being optimistic, thoughtful, curious, and personable.
• Expert level written and verbal communication skills.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Demonstrated ability to achieve high performance goals and meet deadlines.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Experience and interest in internal and external communications.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Google Workspace, and Social Media platforms.
