Executive Assistant

At Simplicity Air Ltd., we operate in a unique space: manufacturing, designing, installing, and servicing air conditioning, heating, and idle reduction technologies for heavy equipment, agriculture, specialty, work-truck, and off-road vehicle markets. We take our extensive field experience and apply that knowledge to design systems with serviceability, economics, and new technology to make our customer's products better. We have achieved recognition as a market leader, supplying simple solutions to complex vehicle environmental and climate challenges.

Simplicity Air Ltd has an immediate opening for an Executive Assistant. We are looking for experienced people who want to find a challenging and rewarding role where they learn something new daily and impact the company. We want long-term enthusiastic people who enjoy their work as much as we do. We develop our products to make a difference in our unique space.  The Executive Assistant will work directly with the President of the company to identify the department’s project goals, objectives, and scope to create a project plan that outlines the tasks, timelines, and resources required along with the follow-up on execution.

The Executive Assistant is the primary point person responsible for planning, executing, and delivering engineering, sales, and leadership projects on time, within budget, and by specifications.

To achieve these important goals, the Executive Assistant will define project requirements and scope, acquire project resources, and supervise the efforts of project team members. They will meet with the President daily to provide an update on the projects and goals’ progress. Efficient delivery of project deliverables, effective quality control, and clear communication of expectations to senior management are critical tasks that must be performed throughout each project’s lifecycle.

Job Duties

• Aid in project planning for each approved project, defining the project's goals, objectives, risks, assumptions, staffing levels, roles and responsibilities, work breakdown structure, milestones, and deliverables, using appropriate software tools and/or project management methods.
• Manage project activities throughout the lifecycle, including the allocation of adequate resources, scheduling, documentation, budget, and other factors necessary for success.
• Identify areas for process efficiencies.
• Aid in conducting cost-benefit analyses, risk analyses, and ROI calculations to determine project feasibility.
• Maintain all project timelines, milestones, deliverables, and micro-deliverables using the appropriate software and tools.
• Aid in establishing and monitoring key performance indicators (KPI) for tracking project progress.
• Conduct meetings and forums to solicit feedback, input, and expectations; incorporate these into project plans to report to senior executives.
• Produce regular reports (status, escalations, etc.) on the progress of projects; deliver these reports during regular leadership meetings.
• Track all project costs to ensure completion within budget.
• Conduct project post-mortems to identify areas for improvement; make recommendations based on findings.

Experience and Qualifications

• Post-secondary degree, diploma or certificate in Business Administration, Office Management, Program Management or Project Management.
• 5 years of direct work experience in an Executive Administrative or Project Management role.
• Must be self-disciplined and have top-notch organizational skills.
• Demonstrated success in project delivery and execution of project management methods.
• Direct working knowledge of operations, warehouse management, inventory control and sales management.
• Familiarity with project management software, preferably Zo-Ho.
• Intuitive grasp of organizational structure to manage cross-departmental and cross-disciplinary resource allocation.
• Highly effective negotiation, diplomatic, and conflict resolutions skills.
• Superb creation and facilitation of meetings, feedback sessions, and briefings.
• Able to effectively communicate with all types of staff, including technical, professional, and upper management.
• Strong knowledge of financial management, technology management, and internal controls.
• Strong problem identification and problem resolution skills.
• Ability to create and edit project documents, materials, and presentations.
• Able to effectively communicate both verbally and in writing.
• Flexibility to adjust to shifting priorities and deadlines.
• Persuasive and motivating, with a strong focus on managing people.

Hours of Work: Monday to Friday, 8am to 5pm with a half-hour unpaid lunch.

Job Type: Full-time

Salary: $60,000.00-$65,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Schedule:

• Monday to Friday
• No weekends

Ability to commute/relocate:

• Hagersville, ON N0A 1H0: reliably commute or plan to relocate before starting work (required)

Experience:

• Executive Administrative or Project Management: 5 years (required)
• Presentation skills: 3 years (required)
• Budgeting: 2 years (required)
• Microsoft Office: 5 years (required)
• Microsoft Powerpoint: 5 years (required)
• Project management methodology: 2 years (preferred)
• Project management software: 2 years (preferred)
• Leadership: 5 years (required)

Work Location: In person

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