About the Role:
As the Executive Assistant to Ben, the CEO, you will be the consummate-trusted partner who enables him to do all the things he cares about, providing the support he needs to make him feel superhuman.
This is a unique role suitable for those who love supercharging others to become the best versions of themselves. The assistant will work in office with Ben, focused on executing the day-to-day and one-off tasks on Ben's plate that don’t necessarily need to be done by him, allowing him to focus on the things that only he can do.
The ideal candidate is someone who wants to be a career assistant in other words, your ambition is to help your principal 10x what they’re able to achieve.
The ideal candidate will be able to work in a fast-paced, constantly changing environment and thrive. If you have 2+ years of experience supporting C-Level Executives and are looking to take the next step in your career this is the role for you!
- You take ownership, getting stuff done independently, with excellence
- You're flexible, calm under pressure, thrive with ambiguity, and poised when faced with change
- You're extremely organized and detail-oriented, you never let things fall through the cracks
- You keep a comprehensive TDL and are obsessed with checking every item off
- You're the friend that creates the by-the-hour vacation agenda and carpool list
- You love people - gifting and acts of service are likely two of your top love languages
- You're tech savvy, comfortable deploying on tools and technology to increase productivity
- You love to create, and write
- Protect Ben's time, manage his professional and personal schedule, appointments, and communications
- Screen, and respond in a clear, simple, and efficient manner to internal and external stakeholders through with tact, diplomacy, and confidentiality
- Filter inbound requests to take him out of as many workstreams as possible, and loop him in as necessary
- Maintain a tight list of follow-ups for communications, meetings actions, deadlines and commitments to ensure completion
- Manage and prioritize calendar scheduling, arrange appointments, ensure Ben is on-time for all engagements and meetings
- Draft emails, coordinate meetings and video/conference calls, respond to voicemails
Provide administrative support
- Anticipate needs and create solutions to make things easier for Ben and his family
- Be available outside of normal working hours to provide support on urgent matters, tight deadlines, and travel as required
- Coordinate deliveries, travel, registrations, payments services and contractors
- Develop and execute a plan to surprise and delight the team on Ben's behalf
- Manage day-to-day running of facilities
- Reconcile accounts, track and log income and expenses, compile monthly reports
Manage special projects
- Create presentations for meetings
- Conduct research on Ben’s latest crazy idea
- Organize and plan events, both internal and off-site
- Draft and post content updates
- Submit awards and grant applications
- Conduct outreach on Ben's behalf
- Ben deep work: #hrs/m
- Comms accuracy: % error-free /m
- Recurring task completion: % on time/m
- Special Projects: % on time /m
- Travel arrangement efficiency: % error-free /m
- 2+ years experience as a Personal or Executive Assistant for a VP or C-Suite Exec
- Excellent written and verbal communication skills
- Confident in in preparing clear and concise correspondence and presentations using Google Workspace
- Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
- Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines
- A strong background in scheduling and travel coordination
- Demonstrated ability as a self-starter and problem solver
- Demonstrated ability to record and transcribe minutes of meetings
- Ability to type 70 w.p.m.
- Bookkeeping experience
- Proficiency in Adobe Creative Suite
- A Bachelor’s degree in a relevant field
Salary Statement:
This full-timeposition is available as an onsite position at our company headquarters located in Vancouver, Canada. The position offers an annual salary in the range of $85,000 to $115,000 CAD. The range is a guide for the expected skills, knowledge and experience for new hires based in Canada only. Seniority level and salary ranges are determined through interviews and a review of education, experience, knowledge, skills, and abilities of the applicant, equity with other team members, and alignment with market data. This means ranges will vary for candidates based outside of Canada and/or at different seniority levels. In addition to annual salary, full-time employees are eligible for a discretionary bonus and a comprehensive benefits package.
About Us:
Black and White Zebra is a rapidly growing, independent media tech company headquartered in Vancouver, B.C. Canada. Since 2012, our portfolio of influential digital publications has been helping millions of people succeed at work.
Our brands cover project management, product management, people management, customer experience, quality assurance and others, with the goal of connecting people with the knowledge, skills and tools they need to succeed professionally.
We got our start in 2011 as The Digital Project Manager blog, founded by our CEO Ben Aston. Since then, we’ve grown into an international team of 70+ creators, strategists, and innovators with a portfolio of more than 14 online publications. We enjoy an impact-driven environment that combines the agility of a startup with the creativity of an agency and the diversity of a global company.
We’ve recently ranked #30 in The Globe and Mail’s Fastest Growing Company list and received a CMI award for Best Digital Publication for The Digital Project Manager—and we’re listed in both Canada's Top Small & Medium Employers, and Best Employers in BC.
All of this growth is driven by our commitment to our mission: In a world of evolving skills, practices, and technology, we’re creating a playbook for the future of work and empowering communities to create it with us.
Diversity Equity and Inclusion:
Black and White Zebra is an equal opportunity employer and considers all candidates for employment regardless of race, color, religion, sex, national origin, citizenship, age, disability, marital status, military or veteran’s status (including protected veterans, as may be required by federal law), sexual orientation or any other category protected by law. We celebrate all backgrounds and attributes that continue to help make our team impactful, iterative, adaptable, and fun!