Executive Assistant

<strong>In this role you will make everything easier.</strong> Your role is to ensure the office of the CEO runs seamlessly; your work will help the company and the CEO achieve Adlib&rsquo;s business goals. This is a rewarding role for an Executive Assistant who is ready for a change and a new challenge. In this position you will have the chance to build on the opportunity and grow into the role.

Burlington, ON

Adlib Software

<p>Since the company's inception in 1998, Adlib's products have been designed to adapt to the unique requirements of our customers in highly regulated industries who are dealing with large volumes of content. As our name "Adlib" suggests, we evolve and adapt to the industry as those requirements become more and more complex. Although we have grown considerably, our philosophy remains the same: to help our 5,500+ customers manage their unstructured content.</p> <p>As the global leader in Advanced Rendering technology, Adlib helps organizations in the Energy, Life Sciences,&nbsp;Insurance, and Banking sectors, among others, enhance content-centric processes by unlocking the value in unstructured content. Integrating with key business tools, Adlib&rsquo;s platform improves data extraction, classification, compliance, customer experience, collaboration and the long-term digital preservation of critical business information.</p> http://www.adlibsoftware.com/about-us.aspx

keywords: who we are,what we do,who you are,what's in it for you?,calendar management,email management,travel & expense management,meeting logistics ​,coordination of projects and special events,the experience,impeccable organization skills,a confident and assertive mindset,the technological expertise,great communication skills

Experienced

Overview: <p><strong>Who we are</strong></p> <p><strong>Our business</strong></p> <p>At Adlib, we are redefining how the world manages and leverages unstructured data. As the global leader in Information Management technology, Adlib helps organizations in the Energy, Life Sciences, Insurance, and Banking sectors, among others, enhance content-centric processes by unlocking the value in unstructured data. &nbsp; <br /><br />More than 5,500 organizations leverage Adlib technology worldwide. We help them to save millions of dollars each year by automating critical business processes, and we empower them to make intelligent business decisions by leveraging their organizational content.</p> <p><strong>Our company</strong></p> <p>Adlib headquarters are located in Burlington, Ontario. As a company we care about employee health and wellness and develop programs that align to achieving personal and professional satisfaction. We are also passionate about our community and participate in many local charitable events. At Adlib we have a number of employee policies and benefits that drive our culture and values including but not limited to:</p> <ul> <li>Fitness reimbursement</li> <li>RRSP matching</li> <li>No limit vacation</li> <li>Extended maternity and paternity leave</li> <li>Employee assistance programs, and much more</li> </ul> <p>Right now, we&rsquo;re hiring an Executive Assistant for Peter Duff, our CEO.</p> <p><strong>Who you are</strong> <br /><br />You are a senior administrator who is currently supporting a CEO or senior executive in a fast paced technology software company. Your sense of humour and personality is surpassed only by your organizational skills and attention to detail. You are firm but kind in your approach and always follow through on tasks. Most importantly, you&rsquo;re as close as one can get to being a mind-reader. In your current role, you are able to anticipate the needs of your executive and ensure their upcoming day, month and year runs as perfectly as possible.</p> <p>This is a rewarding role for an Executive Assistant who is ready for a change and a new challenge. In this position so you will have the chance to build on the opportunity and grow into the role.</p> <p><strong>What you will do:</strong></p> <p><strong>In this role you will make everything easier.</strong> Your role is to ensure the office of the CEO runs seamlessly; your work will help the company and the CEO achieve Adlib&rsquo;s business goals. You will learn the day-to-day quickly and be able to anticipate what&rsquo;s coming next. While you might not really be a mind-reader you have the ability to predict outcomes and manage expectations according to priorities.</p>
Responsibilities: <p><strong>Some of the major responsibilities include:</strong></p> <ul> <li><strong>Calendar Management</strong> <ul> <li><strong>​</strong>Schedule appointments and meetings according to availability, workload and priority. &nbsp;Sometimes, this means pushing back on requests (according to the CEO&rsquo;s preferences and priorities).</li> <li>Deadlines, appointments, meetings, presentations, calls - the calendar is the flight plan that keeps all of these moving parts from crashing into each other.</li> </ul> </li> <li><strong>Email Management</strong> <ul> <li><strong>​</strong>Review all email and prioritize key tasks. This will keep the focus on important activities and deadlines.</li> <li>File and organize email at the end of each week. &nbsp;You will help keep the inbox manageable.</li> </ul> </li> <li> <p><strong>Travel &amp; Expense Management</strong></p> <ul> <li> <p>​Book travel that factors in convenience, efficiency and cost &ndash; in that order.</p> </li> <li> <p>You will also help manage the CEO&rsquo;s expenses and submit them in a timely manner.</p> </li> </ul> </li> <li> <p><strong>Meeting Logistics</strong></p> <ul> <li>​Organize logistics for board meetings, company-wide business activities and other important engagements, prepare agendas, get meeting rooms ready, distribute follow up surveys, etc.</li> </ul> </li> <li> <p><strong>Coordination of small projects and special events</strong></p> <ul> <li> <p>​As you grow into the role the role will grow with you expanding responsibilities into other areas of the business</p> </li> </ul> </li> </ul>
Requirements: <p><strong>What you bring:</strong></p> <ul> <li><strong>The experience. </strong>You are an experienced EA supporting a CEO or senior executive in a technology company. Experience working in a software or SaaS company is a must have.</li> <li><strong>Impeccable organization skills. </strong>You have high attention to detail and a strong sense of urgency. You also have a proven ability to effectively prioritize demands and tasks.</li> <li><strong>A confident and assertive mindset. </strong>You have drive and sense of ownership and know when to push back when needed.</li> <li><strong>The technological expertise. </strong>You are well versed in the Microsoft Office suite as well as Sharepoint and Dynamics.</li> <li><strong>Great communication skills.</strong> From telephone to email, presentations to letters, one-on-one to large groups, your communication skills are unparalleled.</li> </ul> <p>To learn more about this role please express your interest here or follow us on <a href="http://ttps//twitter.com/adlibsoftware">Twitter</a>, <a href="https://www.facebook.com/adlibsoftware/">Facebook</a> or <a href="https://ca.linkedin.com/company/adlib-software">LinkedIn</a> for future opportunities.</p> <p>Adlib seeks to inspire and nurture the human spirit &ndash; we understand that each person brings a distinct life experience to the table. Embracing diversity not only enhances our work culture but drives business success. Adlib encourages applications from everybody, regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.</p>