Executive/Personal Assistant - Jobs in Toronto, ON

Job Description

Executive/Personal AssistantDragonfly Ventures, TorontoWe’re Dragonfly Ventures, a mission-driven, family office contributing to a toxic-free planet with humanity living synergistically with each other, the earth, her creatures and spirit. We are a small and committed team who work towards this goal through investments (public and private), philanthropy, and collaborations. We are funded by a private wealth holder who is active in the business as Co-CEO.We are looking for a new Executive/Personal Assistant to join our passionate team and provide administrative and operational support for the organization and core team members.In this role, you’ll directly support two Co-CEOs, Director of Investments, and Director of Philanthropy. Main areas of responsibility include data reporting, document management/filing, supporting meetings, travel logistics, and personal support tasks for the founder.Practically speaking, you’ll be responsible for the following tasks:Executive assistance:

• Manage and prioritize email communication and tasks for executives and the general email including coordinating responses from team members as needed
• Support the calendars of the team including meeting preparation, taking meeting minutes, and coordinating logistics
• Maintain the Dragonfly Ventures website and manage social media accounts
• Manage general inquiries and communication on behalf of Dragonfly Ventures
• Support the Director of Investments and Director of Philanthropy in the preparation of memos and quarterly reporting to track the impact of Dragonfly Ventures’ activities
• Manage documents (contracts, reporting, account statements, etc.) including privacy controls, and filing using our online document management system
• Prepare and submit expenses and book and manage travel, events, and meetings including logistics such as materials, venue, food, expenses, etc.
• Set up and manage administrative functions for the organization
• Support infrastructure including training, software, and hardware
• Provide support on projects, research, presentations and special assignments as required

Personal assistance for the Founder:

• Schedule and manage personal appointments and travel, including transportation, accommodations, etc.
• Manage mail, package deliveries, invoices, bills and expenses, and coordinate with vendors to ensure accuracy and payment
• Coordinate the maintenance of personal property including managing service providers, payment of invoices, etc.
• Execute a variety of personal support tasks, including grocery shopping, vehicle maintenance, general errands, and more.

You’ll excel in this role if you’re proactive, can anticipate the needs of the team, and understand how to prioritize tasks based on urgency. Our environment is dynamic, so you’ll need to adapt to change, and learn new technologies quickly. You’ll also be a great fit for this role if you are:

• Trustworthy – you demonstrate an impeccable sense of diplomacy, discretion, tact, integrity and etiquette as well as sound judgment in confidential and sensitive matters.
• Organized – you can manage multiple tasks and prioritize appropriately. You know that the small details matter, so you’re always careful in your work.
• An excellent communicator – you’re personable, have great written and phone skills, and you always get your message across clearly and effectively.
• A problem-solver – you’re proactive and identify problems or opportunities before they arise.
• A self-starter – you take ownership over your work, take initiative, and don’t need direction from others to keep you on task.

Working with Dragonfly VenturesThis is a full-time, permanent position for the most part working remotely. Ideally, you’ll be located in the northern and eastern parts of Greater Toronto area (e.g. Aurora, Newmarket, Richmond Hill, Ajax/Pickering etc.). You’ll need to be comfortable driving in Toronto, will need a flexible work schedule to meet demands outside of core hours, and will have flexibility as needed in return. In addition to a competitive annual salary of $75,000-$80,000 per year, commensurate with experience, you’ll earn health benefits and paid vacation time at the start of your employment. Dragonfly Ventures also provides summer hours from the May long weekend until Labour Day (the work week ends at noon on Fridays) and extended and inclusive holidays.Our work focuses on four interrelated areas that we feel we can play an active role in; toxic elimination, freshwater conservation, climate resilience, and land and soil health. The investment portfolio prioritizes mission over return. We approach our work from a set of shared values including diversity, equity, intuition, learning, and collaboration.If you want to join a small, caring, dedicated, mission-driven team contributing positively to the people and the planet, we want to hear from you!Qualifications

• 5+ years of experience working as an Executive Assistant or similar Personal Assistant role, providing support to various executives and senior leaders
• Strong technical aptitude for using CRM, spreadsheet, and reporting software
• Proficiency with MS Office suite (PowerPoint, Excel, Word, etc.) and Google
• Proven ability to manage multiple priorities and/or requests in a fast-paced changing environment with limited daily direction
• Valid driver’s license and ability to drive in and around the Toronto area
• Experience working in a not-for-profit environment, charitable organization, financial or investment industry, or similar small organization an asset.
• Security and criminal background checks are essential.

• Post-secondary degree or diploma in administration or similar an asset.
• Experience with minor website editing/content updating (e.g., using SquareSpace or similar) an asset.

How to ApplyOur online application gives you the chance to apply as more than just a resume. We’ll assess your qualifications, personality traits and workplace preferences, which should take 10 to 15 minutes to complete. After submitting, youll be able to view your results.We strive to build diverse teams that reflect the community and encourage applications from equity seeking individuals such as women, racialized individuals, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with disabilities.We will review applications, with priority given to those who have fully completed the assessment, and look forward to hearing from you.Quick Apply

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