Executive Assistant & Events

Reporting to the Chief Revenue Officer, the Executive & Events Assistant will play a critical part in driving Zafin’s success. In this dual role, the successful candidate will provide executive administrative support to members of Senior Leadership Team, while supporting various aspects of event planning within Zafin’s Marketing team.

The ideal candidate will have exceptional administrative skills, a keen eye for detail, and the ability to handle multiple tasks simultaneously in a dynamic environment.

Mode of Work: Onsite at the Toronto office, Hybrid. 

What will you do?

Executive Assistant  (70% of the time)

• Provide executive-level administrative support to multiple Senior Leadership Team members, including (but not limited to) calendar management, coordinating travel arrangements, submitting expenses, etc.
• Work effectively with internal and external customers and their Assistants/support personnel to schedule meetings/events, as needed.
• Overseeing all incoming and outgoing communications including emails, drafting/preparing reports and correspondence, based on the Executive’s needs and preferences
• Plan and execute the Executive’s client events/experiences, including coordinating with vendors, managing budgets, and ensuring that events/experiences run smoothly
• Maintain an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities.
• Provide support services to the Executive, including booking reservations, arranging transportation, sending gifts, etc.
• Coordinate special projects as assigned by the Executive.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Maintain confidentiality and exercise discretion in handling sensitive information.

Events Assistant (30% of the time)

• Assist the Marketing team with the preparation and organization of marketing materials, reports, and presentations.
• Help with the implementation of marketing campaigns, including coordinating with vendors and tracking campaign performance.
• Conduct research on market trends, competitors, and customer preferences to support marketing strategies.
• Assist in organizing and coordinating events by handling logistics such as venue arrangements, catering, and equipment rental.
• Act as a point of contact for event attendees, vendors, and other stakeholders, addressing inquiries and providing information as needed.
• Help with promoting events through various channels, including social media, email marketing, and flyers.
• Provide on-site support during events, such as setting up, managing registration, and ensuring that everything runs smoothly.
• Handle administrative duties such as maintaining event records, preparing event materials, and assisting with post-event follow-up.
• Collaborate with the Learning team to manage learning needs and outcomes for the Revenue org (e.g., course assignment and completion, etc.).

What do I need to succeed?

• 5+ years of experience as an executive assistant preferably supporting high-level executives
• 2+ Experience planning focused events/experiences
• Experience working across multiple software applications, including (but not limited to) Microsoft Office Suite
• College or University completion in a related field considered an asset
• Flexible and ability to adjust as needed to competing demands
• Strong interpersonal skills and the ability to build relationships at different levels within the organization.
• Strong communication skills, both verbal and written, strategic thinker, and problem solver.
• Ability to demonstrate tact, diplomacy, and professionalism, and exercise discretion in dealing with confidential information
• Detail orientated and superior time management skills and strong organizational skills
• Flexible and comfortable working in a fast-paced, dynamic office environment with multiple time zones changes.

Key Performance Indicators:

• Quality of deliverables
• Timely completion of deliverables
• Internal client satisfaction / stakeholder feedback

Working Conditions: 

• Flexibility to work in remote and/or office setting 
• Flexibility with working hours based on team and business needs, as well as supporting multiple time zones
• Fast paced environment with tight deadlines
• Some travel may be required, depending on Business need