Executive Assistant
Location: CA, BC, Vancouver
Employment type: Full-time
Industry: Internet
Function: Administrative
Company profile: Back to #URL_e25642d9604fc2ff4afed5946b41108218e2ede0a176a370805839fc7cfbc868##URL_e25642d9604fc2ff4afed5946b41108218e2ede0a176a370805839fc7cfbc868# is a new startup incubated and spunoff by the XPRIZE Foundation (#URL_8bf7bc40bb0ce9c51aabef6eabcb7fcebae0b9611b74126fcc5d73c65836fa98#). XPRIZE is the world leader in solving the world’s Grand Challenges by creating and managing large-scale, high-profile, incentivized prizes in five areas: Learning; Exploration; Energy & Environment; Global Development; and Life Sciences. HeroX is platform that let’s anyone launch their own XPRIZE – Making is easy to use inventive prizes to create a breakthrough in a problem they care about.Similar to other crowdsourcing sites like Kickstarter, HeroX allows individuals and organizations to create a prize and tap into the infinite capabilities of the crowd to solve their problem. HeroX will change the way the human race collaborates to solve the World's toughest problems, engaging talent globally and democratizing innovation like never before.HeroX is backed by a world class team of entrepreneurs, investors, advisors and partners, we stand on the shoulders of giants. HeroX is a game changer.
Description: The Executive Assistant will provide personal and administrative support to a busy CEO.  The ideal candidate is energetic, trustworthy, and versatile and able to handle a multitude of personal and business related duties including personal, family tasks, managing schedules and meetings, general office support, and acting as the liaison between various business partners and clients.The CEO lives in Vancouver, but a fantastic virtual assistant working remotely will also be considered.Please watch this video from HeroX's co-founder Peter Diamandis to learn more about the company:#URL_7d67efeec679e806752e2aa5e11d21f06248f97cae3c2e93f9f208a490648993#?v=d8byBB17Clo
Requirements: Consistent, organized, ownership and management of events:Scheduling meetings with multiple participants, addressing conflicts and optimizing the schedule for max performancePreparation of agendas and meeting materialsPlan, coordinate & manage travel and events, both business & personalManage weekly & monthly systems: company schedule, reports, meetings, etc.Anticipate needs, manage proactively and maintain impeccable organizationDefine & maintain consistent procedures for scheduling, meetings, event planning, travelBe the voice and face of the CEO and the company:Manage incoming communications (phone, email, mail, etc) and ensure timely follow-upActing as the liaison between the CEO and other VIPs, business partners and clientsContact clients, executives to set up meetings, prepare for meetings – via consistent systems of careManage procedures, projects and tasks to completion:Manage several concurrent projects to completion, providing status against clearly documented timelines & outcomesCoordinating with other team members on various initiatives, including following up on requests, commitments and deadlinesConduct researchManaging & scheduling various vendors, including company contractors, trades, online purchases, etc.Leverage your time by effective outsourcing and crowdsourcing projects and tasks, using services like oDesk, fancyhands, fiverr, etc.Report generation and document preparationManage deliveries and ordering (supplies, equipment, books, client welcome packages, etcContract administration: preparing contracts and getting them signed (contractors, clients, NDA and investors agreements)Work directly with the CEO to provide assistance, complete ad-hoc tasks and general administrative duties as requiredRunning personal and household errandsOrganizing procedures and information:Manage finances (expense reports, etc)Filing & organizationAssist in the creation and maintenance of policies and procedures that ensure operations are running efficientlyMaintaining strict confidentialityQualifications and Experience:At least 3+ years of related professional administrative experience (experience as an executive or personal assistant would be an asset)Experience coordinating travel arrangementsExceptional organizational and time-management skillsVery strong written and verbal communication skillsStrong attention to detail and an intrinsic commitment to thoroughness and accuracyThe ability to manage multiple projects and meet deadlines, and be flexible to changing prioritiesThe capacity to anticipate needs/problems and prioritize tasks accordinglyDiscretion and sensitivity to confidential informationThe ability to work effectively and efficiently with minimal supervisionThis role is perfect for you if you are:Independent, confident and professionalCommitted to your career path and dedicated to continuous growth and improvementEnthusiastic about ‘wearing many hats’ and becoming the ‘right arm’ of the companyLooking to join a high-performance, entrepreneurial team with direct mentorship from the CEOComfortable taking a leadership role and making suggestions to improve business processesCalm under fire and able to navigate through situations with diplomacy and tactHonest, trustworthy, reliable and able to maintain discretion at all timesCompensation will be dependent on experience and qualifications.
Benefits: HeroX is a young startup. We offer a generous equity incentive program. In addition we will be rolling out both a health benefit and a bonus program within the next 12 months.
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