What are the responsibilities and job description for the Executive Assistant position at ShyftLabs?
Position Overview :
ShyftLabs is looking for a highly organized and proactive Executive Assistant to support our leadership team and ensure the smooth operation of our office and business processes. This is a unique opportunity for a highly motivated, resourceful, and detail-oriented professional who thrives in a fast-paced environment. You will work closely with our CEO and executive team, providing administrative support while also taking on operational responsibilities. Your role will be a mix of executive support, office management, client communications, research projects, and coordination across teams—helping drive efficiency and organization across the company.
ShyftLabs is a growing data product company that was founded in early 2020 and works primarily with Fortune 500 companies. We deliver digital solutions built to help accelerate the growth of businesses in various industries, by focusing on creating value through innovation.
Job Responsibilities :
Executive Support
Manage and optimize CEO's calendars, schedule meetings, and coordinate internal and external appointments.
Book and manage complex travel arrangements (flights, accommodations, itineraries).
Draft and send emails on behalf of the CEO and other executives.
Prepare agendas, take detailed meeting minutes, and track action items for key discussions.
Handle confidential documents and sensitive information with discretion.
Operations & Office Management
Oversee day-to-day office operations, ensuring a productive and efficient work environment.
Manage office supplies, company devices, vendor relationships, and coordinate facility needs.
Plan and execute internal events, team meetings, and company offsites.
Support HR and IT teams in onboarding new employees, setting up workspaces, and ensuring smooth transitions.
Client & Stakeholder Coordination
Serve as a key point of contact between executives and clients, ensuring seamless communication.
Draft correspondence, proposals, and presentations for client-facing engagements.
Assist in coordinating contracts, invoices, and client documentation.
Research & Special Projects
Conduct market research and compile reports to support decision-making.
Manage ad-hoc strategic initiatives and operational improvements.
Develop processes and systems to improve efficiency across departments.
Basic Qualifications :
3 years of experience in an Executive Assistant, Operations Coordinator, or similar admin / strategy role.
Proven experience supporting C-suite executives or senior leadership.
Strong problem-solving skills and a proactive approach to challenges.
A strong communicator, both written and verbal, with a professional demeanour.
Tech-savvy, with experience using tools like Google Workspace, Slack, Notion, and project management software.
Able to thrive in a fast-paced, evolving environment and manage multiple priorities.
Able to handle confidential information with discretion and professionalism.
Highly organized, proactive, and able to anticipate needs before they arise.
Comfortable handling a mix of administrative, operational, and strategic tasks.
Experience in a tech startup or high-growth environment is a plus.
We are proud to offer a competitive salary alongside a strong healthcare insurance and benefits package. The role is hybrid, with 3 days per week spent in office. We pride ourselves on the growth of our employees, offering extensive learning and development resources.
ShyftLabs is an equal-opportunity employer committed to creating a safe, diverse, and inclusive environment. We encourage qualified applicants of all backgrounds including ethnicity, religion, disability status, gender identity, sexual orientation, family status, age, nationality, and education levels to apply. If you are contacted for an interview and require accommodation during the interviewing process, please let us know.
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