Job Title: Executive Assistant

Type: Full-time (External Contractor)

Location: Remote (Halifax, Nova Scotia)

Job Summary:

Dust Safety Science is a leading company in Online Industrial Safety Training and Education, dedicated to preventing dust explosions and ensuring workplace safety worldwide. We are seeking a highly organized and proactive Executive Assistant to support our CEO in both professional and personal capacities. This role is perfect for someone who thrives in a dynamic environment, loves tackling challenges, and is passionate about contributing to a mission-driven organization.

Core Responsibilities:

• Executive Support: Provide comprehensive administrative support to the CEO, including managing calendars, scheduling meetings, and handling email correspondence.
• Communication Liaison: Serve as the primary point of contact between the CEO and internal/external stakeholders, ensuring clear and effective communication.
• Document Management: Prepare, review, and organize documents, presentations, and reports for meetings and presentations.
• Meeting Coordination: Arrange and manage logistics for meetings, including preparing agendas, taking minutes, and following up on action items.
• Project Management: Assist in planning, coordinating, and executing company projects, ensuring timelines are met and goals are achieved.

Non-Core Responsibilities:

• Event Planning: Assist in organizing company events, webinars, and training sessions.
• Travel Coordination: Arrange travel itineraries, accommodations, and transportation for the CEO and other team members as needed.
• Research: Conduct research on industry trends, potential partnerships, and other topics relevant to the company's mission.
• HR Assistance: Support HR tasks such as onboarding new employees, managing employee records, and coordinating team-building activities.
• Office Management: Oversee administrative tasks such as ordering supplies, managing subscriptions, and maintaining office systems (remotely).

Personal Assistance:

• Personal Errands: Manage personal tasks such as scheduling appointments, online shopping, and coordinating household services.
• Calendar Management: Ensure the CEO's personal and family events are well-coordinated with their professional calendar.
• Continuous Learning: Schedule and coordinate the CEO's participation in courses, webinars, or conferences that contribute to their professional growth.
• Relationship Management: Maintain and update the CEO's network contacts, ensuring regular touchpoints with key individuals.
• Event Networking: Research attendees of events the CEO is attending and provide a list of key people to connect with.

Day-to-Day Activities:

• Manage the CEO's calendar and prioritize appointments.
• Draft and respond to emails on behalf of the CEO.
• Prepare daily briefings and summaries of key tasks for the CEO.
• Coordinate with other team members to ensure project deadlines are met.
• Maintain and update the company's CRM and project management tools.
• Handle ad hoc tasks and projects as they arise.

How the Position Fits into the Organization:

The Executive Assistant will be a key member of the Dust Safety Science team, directly supporting the CEO and playing a crucial role in the company's operations. This position offers the opportunity to contribute to a company that is making a significant impact on workplace safety in industries handling combustible dust. The role also provides potential growth opportunities within the organization as it continues to expand.

Qualifications:

Hard Skills:

• Proficiency in Gmail, ClickUp, Calendly, Airtable, and Slack.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Experience in document preparation and management.

Soft Skills:

• High level of discretion and confidentiality.
• Strong attention to detail.
• Proactive and able to anticipate needs.
• Excellent interpersonal skills and a collaborative team player.
• Ability to adapt to a fast-paced environment and handle unexpected challenges.

Compensation

• Pay Rate: $25-$35/Hour, Target 40 Hours Per Week
• Additional Perks: Remote work, opportunity to work closely with the CEO, and a mission-driven work environment.

How to Apply:

Interested candidates should submit a resume along with a brief (maximum three-minute) video answering the following five questions:

• Why are you interested in this position?
• What do you know about our company?
• What is your ideal work environment?
• What are your strengths?
• Where do you see yourself in five years?

Please ensure your video is clear, concise, and no longer than three minutes. Email the resume and video. Applications without a video submission will not be considered.