Job Description:
We are looking for a resourceful Executive Assistant/ Project Manager to provide comprehensive support to the Chief Operating Officer at Euphoria Agency.
The role demands exceptional organizational skills and the ability to manage a diverse and demanding workload.
The ideal candidate should be capable of managing projects, navigating the complexities of supporting a globally engaged executive, adept at handling confidential matters, and skilled in balancing professional and personal responsibilities.
Key Responsibilities:
- Project Tracking: Stay informed about key business projects and deadlines to advise and update the COO as needed. Create and maintain comprehensive project documentation.
- Coordinate internal resources and third parties/vendors for the flawless execution of projects. Ensure that all projects are delivered on time, within scope, and budget.
- Update and organize project files, such as meeting minutes and progress reports
- Conduct research and gather data to support project initiatives and encourage good decision-making practices.
- Content and Social Media Management: Co-create and implement a content calendar to manage content and plan specific, timely marketing campaigns. Manage Euphoria Creatives’ social media platforms.
- Email and Communication Filtering: Regularly check and prioritize incoming communications to ensure the COO addresses only the most critical items.
Other Responsibilities Include:
- Personal Brand Management: Oversee the management of the COO’s personal brand and online presence
- Meeting Coordination: Schedule and organize meetings, ensuring they are necessary and productive.
- Calendar Management: Maintain a clear and organized calendar, balancing work and personal commitments.
- Draft and Documents Management: Prepare drafts for training sessions and presentations, ensuring alignment with the COO’s tone and style.
- Travel Planning: Arrange all aspects of travel, including itineraries, accommodations, and transportation.
- Event Planning: Organize and oversee corporate events, ensuring they align with business goals and the COO’s availability.
- Financial Monitoring: Keep an eye on expenses and budgets related to the COO’s activities and office.
- Time Management: Continuously look for ways to make the COO’s schedule more efficient.
- Task Prioritization: Regularly assess tasks and priorities to align with the COO’s strategic goals.
- Feedback and Reporting: Gather and relay relevant feedback or reports to the COO for informed decision-making.
- Problem-Solving: Anticipate and address potential issues before they reach the COO, ensuring smooth operations.
Skills We are looking for:
- Project Management Skills: Proficiency in project management tools (e.g., Trello, Asana, Monday.com)
- Experience in planning, executing, and closing projects
- Organizational Skills: Ability to manage schedules, appointments, and tasks efficiently.
- Creative and Strategic Thinking: Ability to generate innovative ideas and solutions
- Understanding of creative processes and workflows
- Strong leadership qualities to lead teams and manage projects independently
- Conflict resolution and problem-solving skills
- Adaptability: Readiness to handle a variety of tasks and situations in a dynamic environment.
- Communication Skills: Clear and effective communication, both written and verbal.
- Attention to Detail: Thoroughness in handling various responsibilities with precision.
- Task Management: Ability to multitask and manage different documents, meetings and assignments at the same time.
- Proactiveness: Anticipate needs and take initiative to support the COO.
- Tech-Savvy: Proficiency in using various office software, communication tools, and project management platforms.
- Discretion: High level of professionalism and ability to handle sensitive information confidentially.
- Analytical and Reporting Skills: Ability to analyze project data and performance metrics. Experience in creating and presenting reports
- Experience working in a Creative Agency is an advantage
Personal Attributes:
- Strong leadership presence
- Creative mindset with a strategic approach
- Excellent interpersonal skills
- Highly organized and detail-oriented
- Self-motivated with a proactive mindset (ability to look for ways to improve processes), anticipating needs and taking action before being asked.
- Resilient with good stress management skills ( ability to work under pressure and meet tight deadlines while maintaining composure and effectiveness)
- Reliable and Accountable (Consistently meeting deadlines and following through on commitments by taking responsibility for their work and actions).
- High level of discretion and confidentiality.
Technical Proficiency
- Experience with project management tools (e.g. Monday.com, Asana, Trello) to coordinate tasks, projects and schedules.
- Highly Proficient in using calendar applications to schedule and coordinate appointments.
- High Proficiency in MS Office Tools (Word, Excel, and PowerPoint) for document creation and data management.
- Familiarity with email management platforms and virtual communication tools (e.g. Google Workspace, Zoom, Slack),
- Proficient in Basic Design/ Presentation Software: Basic knowledge of Canva for minor proposal and design tasks.
- Knowledge of content management systems (CMS)
- Familiarity with social media platforms and digital marketing tools
- Familiarity with Content Management Systems: WordPress, Joomla, Drupal.
- Basic ChatGPT prompt skills.
Requirements:
-
At least Three (3) years of proven experience in project management, preferably in a creative agency
- Minimum of HND/Bachelor’s degree in marketing, communications, business, social sciences or related field.
- Certification in project management (e.g., PMP, Agile) is a plus
- Portfolio showcasing successful project management and content creation examples
- Excellent verbal and written communication skills.
- Highly Proficient in multitasking and prioritizing tasks efficiently.
- Flexible and adaptable, able to work in a dynamic and remote work environment.
- Familiarity with tools that automate repetitive tasks, enhancing productivity.
What We Offer:
- Competitive salary package
- Dynamic and fast-paced work environment
- Remote work arrangements.
- Work Hours: 10am – 7pm Canada Time
Applications closing date: 8th July 2024.