Executive Assistant

Livewire is a change communications agency. Our work helps our clients successfully navigate organizational change in a world of constant disruption, evolution and adaptation. We believe communication is essential for the human spirit. And we care deeply about every experience we create, considering each touchpoint an opportunity to deliver on our promise.

As Executive Assistant at Livewire you will play a key role in enhancing the CEO’s effectiveness. This role is the liaison between the CEO and those outside of Livewire, including executives. This role will provide administrative support in a well-organized, timely and proactive manner. You will work independently and may work in a team environment to serve as the primary support.

The Executive Assistant will represent the Livewire brand with integrity and spirit. This role is critical to the success of Livewire’s strategic plan as communicated through the company’s vision and mission.

Roles and Responsibilities

• Provide calendar management with emphasis on proactive planning and optimizing time, scheduling internal and external client meetings and conferences and addressing potential scheduling conflicts
• Draft and prepare correspondence (internal and external as required), reports, briefs, and PowerPoint presentations identifying required information, researching background information, and gathering information from appropriate sources
• Prepare the CEO for meetings, including compiling information and debriefing on pertinent information prior to the meetings
• Coordinate travel arrangements and accommodation including preparation and submitting of expenses
• Distribute materials for scheduled meetings, as necessary. At times you may be required to participate in meetings or transcribe minutes, take notes and assist in developing team briefs and action items from meetings.
• Support in preparing for monthly Leadership Team and quarterly board meetings, and address any action items that result from them
• Ownership and accountability for the annual Livewire All Team Offsite and other internal events. This includes venue sourcing, negotiation, event logistics, coordination of presentations, presentation support
• Plan and coordinate other executive meetings, full-team events and client entertainment and networking opportunities Provide support for all non-profit work and initiatives.
• Liaise and follow up with Leadership Team and other direct reports
• Support Client Services Team on non-billable presentations and internal meetings. May include but not limited to; pitch documents in PPT or Word, development of client, prospect or industry research or briefs and documenting minutes from internal meetings.
• Provide formatting, grammar/spelling checks and print/binding support on proposals, reports and PPT presentations with precise attention to all important details
• Write, proof-read and/or edit client and internal communications
• Manage a library of client information in our CRM software, assist Client Services Team with mailers, troubleshooting, and own communication with the provider.
• Source previous proposals and estimate documents from project archive as required
• Other duties may be assigned as required, including personal administrative tasks

Qualifications

• 3 or more years of experience supporting executive level roles in a fast paced environment is a considerable asset.
• Familiarity with Microsoft Teams and a keen understanding of what it takes to plan, navigate and deliver on client expectations and proficient with MS Office Suite.
• Excellent communication skills and strong organization skills and meticulous attention to detail.
• Collaborative mindset.

Future Growth Opportunities with Livewire

In addition to further responsibilities within the role the following future positions may also provide opportunities for growth:

1. Office Management

2. Account Executive

Here are a few things that set us apart:

• We are an equal-opportunity employer, and we are proud to offer jobs in environments where diversity is embraced.
• Competitive compensation package
• Flexible hybrid work environment
• Summer hours
• Commitment to the continuous improvement of our team through learning and development
• Regular social events to foster teamwork
• Strong culture of charitable and community involvement

We are committed to recruiting, hiring, training, and promoting qualified people of all backgrounds, and welcome applications from individuals who fall into one or more protected statuses (race, color, religion, gender, sexual orientation, national origin, age, marital or veteran status, disability, or any other protected status). If you require accommodation, please notify us and we will work with you to meet your needs.

Livewire Communications