ROLE DESCRIPTION 

Our Chief of Staff to the CEO/Sr. Executive Assistant plays an important role in supporting our CEO & President and other members of the O&B Executive team as well as Jetson Techonologies. This role will work across all banners including Oliver & Bonacini Hospitality, IQ Foods, Pizzeria Libretto, Concorde Group, and Jetson Technologies. They are responsible for coordinating and providing direct on-going support both professionally and personally. Performing administrative tasks such as scheduling appointments and calendar management, putting together and editing correspondence, reports, and presentations as well as taking care of travel and guest arrangements. The CoS works closely with the CEO and serves as a trusted partner, assisting with legal requests and creating legal files. This role is responsible for ensuring the time and tasks of the CEO & President are well organized, planned and prioritized as well the role will require attending many meetings and coordinating and execution of follow-ups. This individual thrives working in a fast-paced environment, is detail oriented, has excellent planning, prioritization and time management skills.  In addition to supporting the Executive team, the candidate can work independently to prioritize and balance a personal workload to meet critical deadlines and target dates for assignments.

• Supporting the CEO & President and multiple members of the executive team with various administrative duties
• Organize and maintain Outlook calendars; determine the importance of internal and external meeting requests, prioritize and schedule accordingly to suit changing priorities
• Creating meeting agenda’s as well as creating notes to be distributed of action items stemming from meetings
• Field and direct phone calls received and assist with coordinating conference calls, relay messages in order of importance, prioritize emails and messages
• Prepare materials as needed for meetings, conferences and other events
• Arrange business and personal related travel, transportation and accommodations; prepare comprehensive and detailed itineraries as needed
• Assist in managing document retention and confidential files
• Ensure expense claims and invoices are reviewed, approved and submitted in a timely manner
• Assess inquiries directed to the CEO, determine the proper course of action and delegate to the appropriate individual to manage
• Assist the CEO in facilitating effective decision-making and coordinate the execution of strategic initiatives
• Use strong organizational skills to maintain contract management order, including follow-up on contractual requirements
• Ability to take initiative and be self-driven with many projects
• Participate in executive meetings as secretary and documenting action items
• Ensure all meetings are relevant, well structured, and that the preparation is complete and correct
• Provide support for the preparation, negotiation, execution with contracts
• Prepare legal documents based on written instruction and verbal direction, proofreading and edit all documentation for grammar, spelling, and content accuracy
• High level degree of accuracy, resourceful, organization and attention to detail, problem-solving and judgment skills and mindset and the ability to handle and prioritize numerous complex tasks simultaneously, while under pressure with tight deadlines.
• Manage special projects and other duties as assigned

• Minimum 5 years of experience as a senior administrator, at least 2-3 years supporting a senior level executive
• Previous experience  working in a fast-moving complex environment
• Advanced MS office skills: Excel, Word, PowerPoint, Outlook.
• Ability to apply superior project management skills to define initiatives with limited starting information, create a plan or strategy, and execute on it
• Exceptionally high standard of professionalism, confidentiality, strong interpersonal skills and discretion is required including in-depth knowledge and understanding of the relevant area(s) of business.
• Excellent business and legal communication skills, both written and verbal, are a must
• Knowledge of corporate legal matters preferred, including formation, amalgamation, reorganization and winding up of corporations and partnerships 
• Strong interpersonal skills, work well within a high pressure, dynamic, deadline-oriented and team-focused environment
• MBA considered an asset