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Executive/Personal Assistant

Dragonfly Ventures

This is a Full-time position in Toronto, ON posted August 25, 2020.

Are you looking to work in a small, dynamic organization with a passionate team? To own your role, and make an impact by providing critical support? If you answered yes to these questions, then we have just the opportunity for you.  We’re Dragonfly Ventures (https://www.dragonflyventures.ca/) , a mission-driven, family-run organization contributing to a toxic-free planet with humanity living synergistically with each other, the earth, her creatures and spirit. We’re a lean and committed team who works towards this goal through investments (public and private), philanthropy, and collaborations. We’re funded by a private wealth holder who is active in the business as Co-CEO. We’re looking for a new Executive/Personal Assistant to join our committed and passionate team and provide administrative and operational support for the organization and core team members.  Executive/Personal Assistant: In this role, you’ll directly support the two Co-CEOs, Director of Investments, and CFO. Your main areas of focus will include internal and external communications, document management/filing, supporting meetings and travel logistics, and personal support tasks for the founder. Practically speaking, you’ll be responsible for the following tasks:Executive assistance: * 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.* Support the calendars of executives including meeting preparation, taking meeting minutes, and coordinating logistics* Manage and prioritize email communication and tasks for executives and the general email including coordinating responses from team members as needed* Maintain the Dragonfly Ventures website and manage social media accounts* Manage general inquires and communication on behalf of Dragonfly Ventures* Set up and manage administrative functions for the organization and supporting infrastructure* Provide support on projects, presentations and special assignments as required Personal assistance: * 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 three properties including managing service providers, payment of invoices, etc.* Execute a variety of personal support tasks, including grocery shopping, vehicle maintenance, pet management, general errands, and moreYou’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 phone etiquette, and you always get your message across clearly and effectively.  * A problem-solver – you’re proactive and find problems or opportunities before they arise. You have an analytical mind and enjoy solving complex problems. * 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 Ventures:This is a full-time, permanent position working remotely. Ideally, you’ll be located in the Eastern or Northern Toronto area (e.g. Aurora, Newmarket, Richmond Hill, 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 $65,000-70,000 per year, commensurate with experience, you’ll earn health benefits and paid vacation time. 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:* Willingness and ability to pass a security and criminal background record check* 5+ years of experience working in an Executive Assistant or similar Personal Assistant role, providing support to various executives and senior leaders* Strong technical aptitude for learning new software programs to generate reports* Proficiency with MS Office suite (PowerPoint, Excel, Word, etc.) and Apple programs (Calendar, Mail)* 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)* 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 Apply:Our 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, you’ll be able to view your results. We strive to build diverse teams that reflect the community, and encourage applications from underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with disabilities.  We will review applications, with priority given to those who have completed the assessment, and look forward to hearing from you.