Executive Assistant (Product Development)

As an Executive Assistant in Product Development at Jobber, your primary responsibilities include managing complex calendars for senior leaders, coordinating internal and external meetings, planning travel arrangements, overseeing expense reconciliations, and ensuring the seamless execution of departmental events. You will serve as a pivotal point of contact, enhancing operational efficiency while directly supporting the leaders in Product Design, Engineering, and Management.

To excel as an Executive Assistant at Jobber, you should have demonstrated experience supporting senior leadership or C-suite executives in fast-paced environments. A strong organizational background in business administration or operations, excellent communication skills, and proficiency with productivity tools like Google Suite are essential. You’ll need a proactive mindset and strong attention to detail, showing a genuine enthusiasm for fostering collaboration and efficiency.

At Jobber, we believe in nurturing talent and helping you achieve your career goals. As an Executive Assistant, you’ll have access to dedicated Talent Development coaches who are committed to helping you cultivate your skills and unlock your potential. You'll receive personalized support, allowing you to thrive in your role and develop professionally with abundant opportunities for growth.

Jobber’s work culture is characterized by transparency, inclusivity, and collaboration. As an Executive Assistant, you’ll be part of a supportive team that values each member’s contributions. Recognized as a Top 10 Great Place to Work in Canada, Jobber offers a unique opportunity to experience a dynamic work environment that encourages innovation and fosters a commitment to excellent customer service.

The Executive Assistant role at Jobber is hybrid, encouraging versatility in your work schedule. You can work from home but will need to be in the Edmonton office at least two days a week to foster collaboration and maintain effective communication with team members and senior leaders. This hybrid arrangement strikes a perfect balance between flexibility and teamwork!

In my role as an Executive Assistant, I prioritize tasks by assessing the urgency and importance of each item on my to-do list. I utilize digital tools to keep track of deadlines and regularly communicate with my senior leaders to align on priorities. By maintaining flexibility and being proactive, I can efficiently manage multiple responsibilities without compromising quality.

In my previous role, I noticed that scheduling meetings was taking up a lot of time. I proposed the use of a shared calendar system that included the availability of all stakeholders. This streamlined communication, significantly reduced back-and-forth emails, and allowed for faster coordination of meetings, thus improving overall efficiency in our operations.

I am proficient in productivity tools such as Google Suite, Slack, Zoom, and various expense management software. My experience with these platforms has enabled me to streamline administrative tasks effectively, facilitate smooth communication across teams, and ensure precise expense tracking and reporting.

Handling confidential information is a critical part of being an Executive Assistant. I ensure all sensitive data is stored securely, limit access to authorized personnel, and follow company policies regarding information handling. Additionally, I maintain discretion in communications and discussions around confidential matters.

Managing calendars for multiple senior leaders requires organization and attention to detail. I start by understanding each leader's priorities and preferences. I utilize shared calendars, color-coding, and reminders to keep track of all appointments, proactively resolving conflicts to ensure effective time management across all schedules.

Effective communication with external partners starts with clarity and professionalism. I tailor my communication style according to the audience, ensuring I provide all necessary information while being responsive to their needs. I also use follow-up emails to confirm details and promote an open line of communication for any questions they may have.

To stay organized, I use a digital task management system to prioritize daily tasks and set reminders for deadlines. I also dedicate time each week to review upcoming priorities and adjust schedules as needed. Maintaining a tidy workspace and utilizing checklists helps me keep track of my responsibilities effectively.

Onboarding new employees is an exciting opportunity to assist in their transition. I prepare essential materials, guide them through necessary forms, introduce them to team members, and ensure they have access to all required tools. Providing thorough support contributes to a welcoming environment and encourages new hires to feel confident in their roles.

The most valuable quality for an Executive Assistant is adaptability. The nature of this role often involves shifting priorities, unexpected challenges, and new demands. Being able to pivot quickly, remain calm under pressure, and approach each situation with a problem-solving mindset is key to successfully supporting senior leaders.

I view feedback from senior leaders as a vital tool for personal and professional growth. I actively listen to their insights, ask follow-up questions to clarify expectations, and apply their suggestions to improve my performance. This open dialogue fosters a trusting relationship and helps me align more closely with their needs and preferences.