Executive Assistant, Permanent, Full-time

Key Information
Location: Remote within Canada
Benefits: Health & Dental, Flex Work Hours, Personal Development, Parental Leave Top Up, Active Transport Bonus, Volunteer Hours
Requirements: Canadian Citizen, Permanent Resident or Work Permit Holder. Must be legally allowed to work in Canada.

Executive Assistant for the R&G Executive Team

THE POSITION OVERVIEW

The primary responsibility of the Executive Assistant is to deliver high-level support to the R&G Strategic Executive Team, ensuring smooth and efficient operations.

As an Executive Assistant, your role will encompass managing tasks related to inbox, calendar, file, and vendor management, client onboarding, scheduling and distributing social content, and developing efficient workflows. Your focus will be on streamlining the day-to-day business operations for the executive team while enhancing R&G’s client relationships.

Our ideal candidate possesses experience working within a creative agency or consulting firm, has robust technical skills, a deep understanding of operations, and 4-7 years of relevant work experience.

At R&G Strategic, we take pride in our track record of fostering growth and development within our team, as roles evolve into opportunities for greater contribution, impact, and compensation.

Please note: If you are currently growing your own business and intend to continue doing so, we kindly ask that you refrain from applying. We are seeking a seasoned assistant eager to excel in a part-time role, offering meaningful work and competitive income.

THE OPPORTUNITY

We are seeking an energetic and agile, service-based Executive Assistant with high follow-through and attention to detail who can be a wonderful extension of R&G. If you have a workspace that affords little distractions, it would greatly help you succeed in this role. If you are fueled by providing top-notch service and you enjoy supporting a team with conflicting demands, you might be a fit.

If you live in Canada within Eastern or Atlantic time zones and are looking to utilize your superior tech skills, attention to detail, and self-sufficiency that allows you to contribute to a premier organization, we invite you to apply.

This role is primarily a remote position. The ideal candidate has experience working in a remote setting and excels at online communication.

ABOUT R&G

We believe changing the way we do business has the power to change the world. R&G exists to tip the scales toward sustainability. How do we do it? By helping responsible organizations communicate their purpose and positive impact, embed sustainability into their day-to-day operations, and inspire behaviour change to propel a more equitable society and a cleaner planet. Our small, but unique mix of expert professionals work at the intersection of branding, technology, sustainability, and communications design – helping our clients launch, scale, raise awareness, and create digital platforms to advocate and engage for a better world. We’re female-founded and led, critical thinkers, efficient creators, and business people, and we believe that together, we can drive responsible business growth for a better world. We look forward to hearing from you.

WHAT YOU CAN EXPECT WORKING AT R&G

As a certified BCorp, R&G doesn’t just support sustainable organizations, we practice it ourselves as well, with the work-life balance being one of our core values. We strive to have an open, collaborative, inclusive work environment, with opportunities for mentorship and regular 360-degree feedback. We’ve closed our office and have shifted to a flexible co-working model to give employees the opportunity to work where they’re most productive and comfortable. In addition to paid sick time, employees on temporary contracts can also expect benefits like flexible scheduling opportunities and time to socialize.

WORK WITH AMAZING PEOPLE

Sarah Riley – Co-Founder & Chief Strategy Officer
Liz Gosselin – Co-Founder & Chief Creative Director
Michelyn Dion – Director of Strategy & Sustainability
Taylor Squires – Lead Account Manager

WE WANT TO MEET YOU BECAUSE

1. Technology comes easy to you. You bring your own level of tech genius and software experience to help us achieve our goals.
2. People respond to your engaging and thoughtful style of interaction through various forms of communication (email, voice messaging, video conferencing, in-person).
3. You are highly motivated, high on follow-through, and can effectively handle a fast-paced working environment coordinating multiple efforts, simultaneously.
4. You perform tasks and execute projects with great care and attention to detail.
5. You use proven systems to keep track of your work plan and rarely need to be reminded of anything.
6. You are a master of software that makes the online world go round and you enjoy keeping your technical skills sharp.
7. You love to organize and analyze existing systems and processes.
8. You are just as energized thinking about the big picture as you are at executing special projects.
9. You are open to giving and getting feedback designed to improve the situation, team culture, and overall effectiveness by immediately taking ownership and action.
10. You are trustworthy and can be counted upon to safeguard the confidentiality of not only the R&G brand but of our clients and team.
    

THE ROLE

Calendar Management 20%
You will be working alongside our executive team to manage their calendars

• Ensuring all appointments are booked or rescheduled in a timely manner
• All requests for appointments are responded to within 24 hours
• All participants of the meeting are clear on date and time
• Coordinate executive calendars to optimize their schedule for their preferences
• Prioritize incoming requests by importance and urgency

Inbox Management 20%
Manage Founders Inboxes (Sarah Riley and Liz Gosselin)

• Set up an email folder hierarchy for overseeing mailbox management 
• Be the gatekeeper to email requests and knowing what or when escalation is needed
• Respond to emails that you can provide easy, instant support on 

Coordinating priorities of the executive team and following up for the executive team on project needs 10%

• Be a step ahead of the executive team with the support they require for meetings including Sales, Project Management and HR.

Meticulously executing our client onboarding process 10%

• ensuring all documents are completed and details like spelling are checked and confirmed
• setting up necessary software, templates and files
• making sure all onboarding documents are available to client and team
• fully handing client over to team for next steps

Creation and documentation of templates and resources required to make current processes more efficient 10%

• This task will always be evolving, two examples are setting up a checklist for the sales team or setting up a pricing guide by interviewing the appropriate team members.

Vendor Coordination 10%

• Ensure activitie that require vendor participation is timelined and completed to deadline
• Research and select vendors when necessary
• Establish vendor relationships

Folder and Digital File Management 10%

• Ensuring client documents are organized and saved in the right folders 
• Support the entire team with file management when customers send new documents

Scheduling Social Content 10%

• You do not need to write or create content
• Recieve requests from the R&G team and activate the appropriate workflow
• Scheduling and distributing content according to our workflow

At R&G Strategic, the dynamic nature of our work ensures continuous engagement and growth opportunities. With a diverse array of projects and initiatives, our team members are encouraged to broaden their expertise and skillsets. The R&G Team is committed to supporting your professional development, and fostering a collaborative environment where we collectively contribute to your success.

A TYPICAL DAY AT R&G MIGHT LOOK LIKE

• Managing emails for Liz and Sarah twice a day
• Managing calendar scheduling and bookings for the executive team
• Coordinating priorities for executive members
• Executing onboarding processes for new projects
• Organizing and maintaining files and folders
• Developing documentation and templates to enhance process efficiency
• Distributing social media and blog content (note: content creation is not required)
• Coordinating with vendors
• Our work environment is designed to foster collaboration, efficiency, and growth, allowing team members to fully engage in their daily tasks and responsibilities.

YOU HAVE EXPERIENCE WITH THE FOLLOWING TOOLS AND ENJOY LEARNING NEW SOFTWARE:

• Asana
• Slack
• Gmail
• Harvest
• Google Drive
• Google Suite (Docs, Sheets, Slides)
• Qwilr
• Hubspot CRM

WHAT YOU CAN EXPECT FROM US

At R&G Strategic, we value autonomy and professionalism. We trust our team members to take ownership of their roles and responsibilities, fostering an environment that encourages individual growth and accountability. We are seeking a competent and reliable individual eager to contribute to the advancement and day-to-day operations of R&G while actively seeking innovative ways to add value within their position.

APPLICATION DETAILS

Note: If you have a business of your own that you plan to continue to grow, please do not apply. We are hiring a seasoned online business manager who wants to excel in a part-time or full-time role that provides worthwhile work and leads to additional growth opportunities in the future.

This is a remote position that requires the candidate to live in the Eastern or Atlantic time zones. You will be required to be available during the hours of 9-5 Atlantic time Monday to Friday.

You will have a reliable laptop, high-speed wifi, and cell phone. You will have consistent access to a workspace that provides limited distractions and great wifi.

Our hiring process includes interviews with our Executive Team. We also extensively check references, use the Kolbe Assessment, and you will be expected to lean into a paid trial and/or paid project. 

If you join our team, you can expect performance reviews at the 30, 60, 90 days milestone markers, followed by a formal annual review and ongoing feedback.

We thank all candidates for their interest in R&G Strategic, however, only those candidates selected for an interview will be contacted. If contacted for an interview, be prepared to provide at least two references who can speak to your qualifications as a sustainability professional.

People not following the application process will not be considered for the position.

Please submit your application package via email to [email protected]

Application deadline: N/A

Contract type: Full-time, Permanent

We thank all candidates for their interest in R&G Strategic, however, only those candidates selected for an interview will be contacted. If contacted for an interview, be prepared to provide at least two references who can speak to your qualifications as a sustainability professional.

Come as you are

Your gender, your gods, your sex life, and your skin colour don’t make a difference here. R&G is a progressive and open-minded workplace, and we’re committed to achieving a diverse workforce through equal opportunity in all aspects of employment, including recruitment, hiring, promotion, salary, benefits and training. We’re committed to providing all prospective and current staff members equal opportunities to achieve required job performance, regardless of race, creed, gender, sexual orientation, age, ethnic origin, religion, marital/family status, physical appearance, or disability. Accommodations are available, for those with a disability or medical need during any stage of the recruitment process.

We look forward to hearing from you!