Executive Assistant

Schema App is a fast-paced, profitable SaaS company headquartered in Guelph, Ontario, and proud of our Canada-wide team. We are a smart, collaborative team on a mission to own the Enterprise Content Knowledge Graph market globally.

Schema App is proud to call SAP, Gusto, and Henry Ford Health our customers. We are the leaders in a niche area of search engine optimization (SEO), called schema markup.  Our comprehensive end-to-end solution empowers Digital Marketing Teams to achieve organic search results.  Our technology is essential with the evolution of AI Search (ChatGPT, Bard, Gemini). The knowledge graphs we build can be re-used by  Content teams to get insights on their content. 

Visit Schema App at www.schemaapp.com or on LinkedIn.

We are looking for an Executive Administrator to join our team to support the CEO and allow her to focus on her unique abilities.  The role is required to be in office 2-3 days a week in Guelph. Below is the scorecard for this role, with details on the accountabilities, competencies and metrics. 

Purpose of the Function 

Support the CEO to enhance her efficiency, productivity, and effectiveness in running the organization.

Functional Accountabilities

• CEO Inbox Management Draft responses to scheduling inquiries with possible meeting times. File away spam and other messages that are irrelevant so that the CEO has visibility to key things she needs to action.

• CEO Calendar Management. Scheduling and coordinating the CEO’s external and internal meetings (Company Stand-Up, Monthly Meetings, Leadership Meetings, Martha’s 1:1’s etc.). Block thinking time for priority work. Resolving scheduling conflicts and responding with times available to customers or team asks.

• Event Support 

  • Coordinate Business Travel Booking and Preparation. Book flights and hotels based on input from marketing on dates of events and when the CEO is required to be present for the event. Pack required event equipment and resources in the office for events based on the list from the Marketing team.
  • Organize Schema App Annual In-Person Event. Research and get quotes for the venue: hotel, catering, meeting rooms. Work with team members to have them book their travel, research flight costs, and review with finance to outline the flight budget.  Prepare team swag, award prizes and letters from management.  Coordinate with the Venue and Marketing team as needed.
  • Swag and Supplies Management. Manage swag and event equipment inventory on an ongoing basis. Order team swag with design input from marketing. Mail out swag to customers as per request from marketing.

• People Operations Support

  • Work with CEO to prepare survey questions prior to deadlines, metrics reporting, hiring resume reviews, and setup meetings in metronomics.

• Onboarding/Offboarding:  Send onboarding package to new employees prior to their first day or prepare it for the office.  Ensure that computers are ordered and received by new employees.  Send new hire Background Checks and Kolbe tests. Coordinate onboarding meetings in CEO’s Calendar. Update onboarding tasks in BambooHR based on leaders' feedback. Trigger offboarding tasks and coordinate the return of company property.

  • Support compliance requirements for Health and Safety and other HR policies.

• Office Management

  • Coordinate with office cleaner and submit invoices to finance. Coordinate garbage to be emptied.  Order Office supplies as needed. Coordinate Key Fobs for building.  Coordinate hardware (laptops, mice, keyboards) shipping and returns. Respond to incoming calls and return/forward messages as needed.

• Executive Team Support

  • Meeting Minutes and Document Preparation: Draft, edit, and prepare reports, presentations, and correspondence as needed. Capture Leadership Meeting Minutes / Follow-Up on Action Items: Ensure accountability by tracking tasks assigned during meetings and following up with relevant parties.
  • Prepare Internal Monthly Company Meeting slide deck with People Recognition. Prompt CEO to write employee appreciation cards (generic ‘You Rock’ or ‘Thank You’ cards) and mail them to employee – usually 2 per week.
  • Regular Reporting.  Preparation of reports for team metrics for leadership team to review.

• Banking Support. Deposit cheques at local bank, and follow up tasks to log them for Finance.

Key Competencies

• Organizational Skills: Ability to manage schedules, handle multiple tasks, and keep track of important deadlines. This includes proficiency with calendar management, project management tools, and maintaining orderly records.

• Communication Skills: Clear and effective communication is essential. The EA should be adept at handling emails, drafting correspondence, and managing interactions professionally.  Strong English skills - both verbal and written.

• Tech Savvy: Proficiency with various software and platforms used for virtual companies, including Gmail and Google Suite, video conferencing tools (like Zoom or Google Meet, HR Systems (BambooHR),  Metronomic Growth Systems, etc.)

• Confidentiality: The EA must handle sensitive client information with discretion and maintain confidentiality.

• Time Management: Effective prioritization of tasks and managing time efficiently to meet deadlines and handle a dynamic workload.

• Adaptability: Ability to quickly adapt to changes, whether it's new tools, shifting priorities, or evolving business needs.

• Problem-Solving Skills: Capability to handle unexpected issues and find solutions proactively.

• Self-starter / Initiative: Takes initiative, has the ability to work independently with minimal supervision, is resourceful, and proactive in finding solutions and solving problems.

• Attention to Detail: Precision in handling tasks like data entry, scheduling, swag management, ensuring that all details are accurate and up-to-date.

• Lifelong Learner: Smart, curious and willing, and open to learning new skills. Learn new tools / software.

Metrics

• Inbox Management:  Percentage of emails sorted and prioritized within the first two hours of the workday. Target: 100% daily.

• Scheduling Accuracy: Number of scheduling conflicts or last-minute changes due to oversight. Target: Zero conflicts or unplanned changes per quarter.

• Error Rate: Number of errors made in administrative tasks, such as scheduling conflicts, reporting or incorrect document management. Target: Less than 2 errors per month.

• Onboarding: Onboarding tasks are completed at least 3 business days prior to the employee start date. Target: 100%

• Documentation Preparation: Documents are ready on schedule or at least 3 business days prior to event. Target: 100%

• Banking Support: Cheques are deposited within 3 days of receipt, and financial tasks are completed within 1 business day of deposit. Target: 100%

• Office Management: Supplies are available and garbage is empty. Error Rate: no more than once per month.

Core Values

• One Team: We are Collaborative. We win and learn together.

• Growth Mindset: We are adaptable, nimble, and resilient.

• Humbly Confident:  We share what we know, admit what we don’t, and seek clarity through courageous conversations.

• Entrepreneurial Gumption: We are resourceful, take action on opportunities, and don’t give up.

• Customer Centric: We are easy to do business with—both our products and processes.