Executive Assistant
Executive Assistant
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Job Description
Who we are:
For over 20 years Global Relay has set the standard in enterprise information archiving with industry-leading cloud archiving surveillance eDiscovery and analytics solutions. We securely capture and preserve the communications data of the worlds most highly regulated firms giving them greater visibility and control over their information and ensuring compliance with stringent regulations.
Though we offer competitive compensation and benefits and all the other perks one would expect from an established company we are not your typical technology company. Global Relay is a career-building company. A place for big ideas. New challenges. Groundbreaking innovation. Its a place where you can genuinely make an impact and be recognized for it.
We believe great businesses thrive on diversity inclusion and the contributions of all employees. To that end we recruit candidates from different backgrounds and foster a work environment that encourages employees to collaborate and learn from each other completely free of barriers.
Your role
As an Executive Assistant you will play a key role in supporting our executive team. You will be responsible for managing a variety of administrative scheduling logistical and operational tasks and travel to keep the team running smoothly. Your work will directly contribute to the achievement of business goals and strategy to help the executive team drive Global Relays growth. You primarily support the Chief Financial Officer while also assisting the Chief Executive Officer as required. Furthermore you will actively collaborate with other Executive Assistants to ensure the executive team is efficiently and meaningfully supported as a unified whole.
Your responsibilities
- Assist the Chief Financial Officer in handling essential day-to-day administrative tasks including inbox management and calendar prioritization (e.g. effectively identifying urgent and high value/impact items requiring attention versus low impact/low importance tasks)
- Strategically manage the full meeting lifecycle for executive leadership (CFO/CEO) including agenda development preparation of professional comprehensive briefing materials (bios presentations) coordinating complex logistics (reservations A/V catering often liaising with Events Coordinators) and driving accountability by documenting minutes tracking action items and ensuring timely follow-up
- Act as the primary communications liaison between the CFOs office senior management and all internal departments triaging and filtering all inbound requests and communications to ensure clear and efficient flow response and actioning
- Oversee all aspects of executive travel working alongside the Global Relay Travel Team to manage complex travel routings and highly dynamic executive travel logistics including global flight and accommodation booking travel document preparation and the creation of detailed comprehensive travel agendas
- Support financial operations of the executive team including meticulous expense management and collaboration with the Accounts Payable team for review and completion
- Coordinate meetings by preparing agendas taking minutes tracking action items and following up on outstanding tasks to ensure timely progress as required
- Take on project management responsibilities for specific initiatives collaborating with different teams and departments to ensure successful outcomes and ensure timely communication with the executive team on pertinent matters
- Assist in the planning attendance and execution of key events such as executive briefings conferences and marketing initiatives to ensure events run seamlessly
- Conduct research analyse data and prepare comprehensive reports to provide valuable insights to senior management
- Assist in booking of personal commitments and calendaring where required
- Maintain the highest level of professionalism and absolute discretion with confidential business financial and personnel information
About you
- 5 years of proven experience supporting senior leaders in an administration role with increasing responsibility with a strong preference for supporting a CFO or C-Suite executive in a high-growth environment
- Expert-level organization and time management skills and ability to juggle multiple tasks and meet deadlines
- Demonstrated executive-level competency in calendar management and inbox triage using Microsoft 365 (Outlook Excel Word PowerPoint)
- Exceptional written and verbal communication skills with a proven ability to draft professional correspondence with meticulous attention to detail
- A highly effective collaborator comfortable working across functions and with all organizational levels demonstrating strong team orientation.
- Experience working within a B2B or comparable corporate environment where professional service and client focus are critical
- Eligibility and willingness to travel internationally (e.g. US UK EU) for business to support executive meetings and events and be available outside of office hours when needed
- Proven record of high autonomy and sound business judgment including the consistent exercise of discretion tact and absolute confidentiality in handling sensitive information
- Ability to thrive in fast moving fast growth entrepreneurial environment have a solution based mind set and be proactive in driving improvements to processes and systems
Compensation:
Global Relay advertises the pay range for this role in compliance with British Columbias pay transparency laws. Individual pay rates are determined by evaluating factors such as expertise skills education and professional background.
The range below reflects the expected annual base salary which is only one element of our comprehensive total rewards package designed to reflect our company pay philosophy culture and values. We aim to foster an inspiring work environment and support employees work-life rhythms. We provide a comprehensive extended health benefits program including virtual healthcare and a wellness allowance. Employees also receive annual allotted vacation days which increase based on tenure. Other benefits include: Paid sick days maternity/parental enhancement program corporate bonuses and an RRSP contribution matching program.
For Vancouver-based employees we provide a subsidized meal program courtesy of our talented in-house culinary team!
What you can expect:
At Global Relay theres no ceiling to what you can achieve. Its the land of opportunity for the energetic the intelligent the driven. Youll receive the mentoring coaching and support you need to reach your career goals. Youll be part of a culture that breeds creativity and rewards perseverance and hard work. And youll be working alongside smart talented individuals from diverse backgrounds with complementary knowledge and skills.
Global Relay is an equal-opportunity employer committed to diversity equity and inclusion.
We seek to ensure reasonable adjustments accommodations and personal time are tailored to meet the unique needs of every individual.
To learn more about our business culture and community involvement visit .
Required Experience:
IC
Employment Type
Full Time
