Executive Assistant to CEO
Toronto, Ontario
Executive /
Full Time /
Hybrid
About Clearspace
Our mission at Clearspace is to make better spaces available to more people. We are disrupting the commercial real estate industry by reimagining how offices are designed, built and delivered. As a construction-tech startup built by a group of industry outsiders, we have developed solutions to materially reduce the cost of and simplify commercial construction. We work with Canada's largest landlords and have been involved in a number of Toronto's largest office transactions. You’ll work with an incredible team of smart, driven individuals to re-think how office space is delivered. Join us, as we change an industry and make awesome workplaces accessible to more companies.
About the role
The Executive Assistant role requires an exceptionally organized, adaptable, and proactive professional, dedicated to managing the CEO's comprehensive agenda and overseeing the operations of the executive office. The ideal candidate will possess a proven ability to manage complex scheduling, implement business strategies, work on special projects, and resolve issues efficiently. The candidate will also work closely with various teams, supporting the adoption of new business processes and systems, and executing cross-functional initiatives that enhance organizational effectiveness.
Responsibilities
- Managing the CEO's professional schedule and correspondence for internal and external engagements, acting as a point of contact and liaison for the CEO with both internal and external stakeholders;
- Overseeing the operations of the executive office, including leadership and board meetings, and strategy planning. This includes structuring agendas, managing communications, and coordinating across divisions.
- Leading and supporting strategic initiatives and projects, facilitating action items, and ensuring execution on behalf of the executive office. This includes:
- Creating and maintaining reports, systems, and processes to streamline operations by identifying inefficiencies and proposing improvements.
- Maintaining our project and management systems (including, but not limited to, Salesforce, Wrike, Procore, etc.), ensuring they are updated to meet the needs of the executive office and the participating business divisions.
- Developing comprehensive documentation and training materials to support the adoption and ongoing use of new business systems.
- Coordinating with the engineering team for system updates, ensuring solutions meet business requirements.
Qualifications
- Training or certification in project management preferred;
- At least 7 years in a role supporting C-level executives;
- A minimum experience of 2 years working in a construction or real estate related industry;
- Proficiency in the following is mandatory: Wrike, Procore, Salesforce and Make;
- A certification in Procore is mandatory.
- Exceptional organization, time management, and multitasking skills;
- Demonstrated ability to lead and manage projects from inception to completion, ensuring alignment with business goals;
- Ability to read and analyze profit and loss and balance sheet statements is required; and
- Excellent communication skills and the ability to manage stakeholder relationships effectively.
$85,000 - $95,000 a year
About the opportunity
- Occasional telework from home option available.
- Full time, Permanent
- Please forward your resume to: recruiting@clearspace.to
Benefits:Standard company employment benefits including: extended medical, dental, vision care, life insurance, 15 vacation days annually. May be eligible for occasional discretionary bonuses in line with company policy.
About The Way We Work
An inclusive working environment and a vibrant company culture are at the heart of Clearspace.
These values describe who we are as Clearspacers.
Integrity First - We do the right thing, even when no one is watching.
Grit - We don’t give up when it’s tough. We get back up after we fail.
Treat People Well - We build relationships based on respect and transparency.
Ownership - We take the initiative, own the results.
Continuous Improvement - We push our limits to be better. We are never complacent.
Clearspace is an equal opportunity employer strongly committed to diversity and inclusion. We currently employ a hybrid work model to offer our team choice and flexibility to accomplish their best work. Join us and build something incredible!
PS — We don't work with assholes.
