Executive Assistant To Ceo

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About Us:

Custodius is an exciting legal technology start-up that provides secure long-term storage of important documents for law firms and their clients.

This is a part-time position at our Kingston office working 20-25 hours per week and at a minimum of four hours per day.

Key Responsibilities

We are looking for an organized, efficient self-starter with the ability to effectively prioritize and operate in a fast-paced, ambiguous environment. You are a masterful problem-solver, take pride in being highly organized and have exceptional communication skills across all mediums. You’re skilled at building and maintaining business relationships, are an effective collaborator and you help drive accountability by being a role model to others.

You’ll be responsible for:

Calendar & Meeting Coordination: Manage the CEO’s day-to-day calendar and activities, ensuring optimal scheduling for internal and external priorities. Anticipate needs and proactively adjust schedules in a fast-paced environment.

Milestones/Deadlines: Track key milestones and deadlines for CEO, ensure that the CEO is briefed on upcoming deadlines and decisions and help maintain the timing of routine meetings and ensure pre-read materials are easily accessible. Also, actively track/manage action items.

Documentation & Presentations: Assist in preparing detailed documentation, decks, presentations, and internal reports. You lead the creation and maintenance of policy and procedures for the organization, develop onboarding and training materials, and assist with project management. Ensure all communication is clear and well-organized.

Event & Meeting Planning: Organize internal team meetings, presentations and events. Coordinate logistics, prepare agendas, and follow up on action items.

Operations and Customer support: you will have primary responsibility for document intake and output, will act as the liaison between Custodius and our law firms, and will help trouble-shoot inquiries in a professional and supportive manner. As the forward face of the company, you are always

helpful, pleasant, and responsive. Our clients will be happy when they hear your voice on the phone.

Communication & Correspondence: Handle day-to-day correspondence on behalf of the CEO, including mass emails, meeting requests, and follow-ups. Ensure that communications are timely and professional.

Travel & Expense Management: Arrange travel for the CEO, manage budgets, and process expense reports, ensuring expenses are within guidelines.

Proactive Problem-Solving: Anticipate the needs of the CEO, organization and team members, identifying and solving potential issues before they arise.

Strategic Support: Provide high-level assistance to the team in business decision-making by preparing for strategy sessions and contributing insights to key business initiatives.

Confidentiality and Discretion: Handle sensitive information and communication with utmost confidentiality and professionalism.

Tech-Savvy: Proficiency in executive scheduling tools, data management systems, and advanced MS Office skills.

Strong Written and Verbal Communication: Excellent communication skills, with the ability to represent the executive effectively in all internal and external correspondence.

Cultural Fit and Representation: Embody and promote the company’s values, acting as an ambassador for the CEO within the organization and externally.

Adaptability: Thrive in a fast-paced, product-driven company where priorities may shift rapidly, requiring quick thinking and flexibility. There is no task too small for you to take-on, and nothing so big that you won’t give it your best effort.

Required Skills:

Exceptional judgment, attention to detail, and communication skills

Ability to work with minimal supervision and as part of a team

Strong technical skills, including proficiency in Microsoft Office.

Well-developed time management skills and commitment to meeting deadlines.

Strong verbal and written communication skills.

Excellent organizational skills and the ability to work well under pressure

Ability to manage multiple priorities while maintaining keen attention to detail.

Excellent interpersonal and client service skills.

Maintaining physical files and updating knowledge management systems as needed

Ability to stay two steps ahead — anticipating needs and managing priorities with confidence

Ability to solve problems

Takes initiative

Confidential

Good judgement and decision making

Organized, resourceful, and detailed

Education and Experience:

College diploma, undergraduate degree, Legal Assistant/Executive Assistant diploma or equivalent is required

Three or more years of experience providing support to professionals from a fast-paced, professional services environment is required

Job Type: Part-time

Expected hours: 20 per week

Work Location: In person