Senior Executive Assistant
Valence
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See open jobs at Valence.See open jobs similar to "Senior Executive Assistant" ANIMO Ventures.Administration
Toronto, ON, Canada
Posted on Saturday, April 6, 2024
Why Valence
Valence is a Series A (Insight Partners) B2B SaaS, and we've built the first-to-market generative AI leadership coach for large enterprises. Valence's mission is to help the world work better together.
Our team, drawn from multidisciplinary backgrounds and top firms like McKinsey and Bridgewater, tackles the toughest problems facing leaders today by leveraging cutting-edge LLM-driven technology. We're at the forefront of changing how learning and development happens at the world's biggest companies.
We've been featured in the Harvard Business Review and are working with world-class companies like Coca-Cola, Nestlé, ServiceNow, AstraZeneca, Experian, Bristol Myers Squibb, and more.
The Role
Reporting to the Head of People, Talent & Operations you will be supporting the operations and growth of our business. This role is crucial for the success of our team. This position is best suited for a seasoned administrative professional who thrives when balancing many priorities throughout the day. This is a small but high velocity team catalyzing all of Valence with support and internal service key to our growth.
Please kindly note that this is not an entry level position.
Location and Work Environment
This role is ideally based in Toronto and is remote-friendly. Candidates must be comfortable to travel, as needed, for quarterly co-working and have valid ID/passports. Candidates must not have any restrictions on their North American travel. We are a globally distributed team accommodating ET and PT time zones.
What You'll Do
- Administrative focus: 40%
- Scheduling and Calendar Management: Oversee scheduling for the leadership team and talent team as needed, ensuring optimal time management, coordination of meetings, and prioritization for productivity.
- Office Management: Responsible for booking spaces, managing office supplies, and ensuring Valence’s workspaces meet team needs.
- Travel and Logistics Coordination: Arrange travel and accommodations for business trips, ensuring seamless and efficient planning according to preferences and requirements.
- Meeting Preparation and Follow-up: Prepare meeting agendas, distribute materials in advance, take minutes during meetings, and track action items for follow-up.
- Event Planning: Coordinate internal and external events, including logistics, guest lists, venue selection, and on-site management to ensure successful execution.
- HR focus: 40%
- Employee Experience Enhancement: Organize and manage employee recognition initiatives such as gifts, birthdays, and celebrations to foster a positive work culture and enhance employee satisfaction and retention.
- HR Document Management: Prepare sensitive HR documents, including drafting letters, managing files, and ensuring compliance with HR policies and privacy laws.
- Onboarding Support: Implement and communicate onboarding tactics and people programs to ensure a smooth integration of new hires.
- Compensation Data Management: Assist in gathering, analyzing, and maintaining compensation data to support decision-making processes related to payroll and rewards.
- Operational focus: 20%
- Internal Vendor Relations: Serve as the primary point of contact for internal vendor queries, manage relationships, negotiate terms as needed.
- Internal Tech Stack Oversight: Support company tooling, including managing access rights, troubleshooting issues within reason, supporting SOCII compliant practices.
- Special Projects and Research: Support special projects as needed, including conducting research, preparing presentations, and managing basic data analyses.
- Financial Management Support: Oversee the daily management of corporate credit cards, including monitoring transactions, reconciling statements, and policy compliance.
What We're Looking For
- 5+ years of experience in an executive (C-Suite) support role, ideally within a complex organization, working with high integrity and discretion. Startup experience a plus.
- Exceptional organizational skills, with a history of successfully managing multiple priorities in a fast-paced, high-pressure environment.
- Strong interpersonal and communication skills, capable of building trusted relationships at all levels of seniority.
- Strong problem-solving skills, with a proven track record of proactively identifying and resolving issues before they escalate. Ability to think critically and make sound decisions under pressure.
- Strong project management abilities, driving projects forward with initiative, independence, and a curious mindset from concept to execution.
- Advanced proficiency in technology and software tools, including, but not limited to, Google and Microsoft Suites (Excel), Notion, HiBob (HRIS), and Slack (Comms). Proficiency with Excel and basic data analysis is encouraged.
- A service mindset, demonstrated through previous initiatives or projects aimed at catalyzing the success of others through exceptional work.
What You'll Get
- Ownership of projects and strategic priorities regardless of seniority in our learning-focused environment.
- Frequent, tailored coaching and feedback sessions with managers deeply invested in your professional growth.
- Strong ties to the executive team, a culture of transparency and engagement with strategic decisions.
- Options from day one, which means you will be on the ownership track right away.
- Competitive salary and equity packages.
- Comprehensive health coverage (medical, dental, and vision) from day 1.
- Virtual doctor and mental health services from day 1.
- Provision of anything you need to be successful - learning tools, hardware, office equipment, software.
- Generous PTO, company-wide R&R shutdowns and paid leave for parents.
- A WFH stipend, phone stipend and merch merch merch.
Diversity Equity and Inclusion
We are committed to fostering a diverse and inclusive environment where our team members, vendors, contractors and beyond feel valued and supported. We know that our commitment to inclusion and belonging enables us to do our best work overall. We strongly encourage applications from candidates of all backgrounds regardless of race, gender, sexual orientation, marital status, age, citizenship, disability, and national origin. Accommodations are available upon request for candidates taking part in all aspects of the hiring and selection process. We know applying for a job can be intimidating, please don’t hesitate to reach out - Allison Langille, Head of People jobs@valence.co.
This job is no longer accepting applications
See open jobs at Valence.See open jobs similar to "Senior Executive Assistant" ANIMO Ventures.