Personal Assistant

About the Opportunity

SSI is seeking a Personal Assistant to join our team in a hybrid role that begins part time, with a guaranteed minimum of 20 hours per week and the possibility to transition to full-time employment. In this role, you will provide day-to-day administrative and logistical support to a senior executive, managing schedules, travel, appointments, and a range of personal and household tasks so they can remain focused on leading the business.

The Position

This position calls for a high degree of discretion, confidentiality, trust, reliability, and attention to detail. If you are organized, dependable, and enjoy staying a step ahead, we would love to hear from you.

SSI is a global software company servicing the needs of the offshore and marine industries all over the globe for over 30 years. We are proud to offer a fully inclusive culture and workplace welcoming ALL people with relevant skills and experience to our flat organizational structure, working with self-directed teams using Agile Principles as well as our own defined SSI Principles to guide us in our daily work.

Duties and Responsibilities:

• Coordinate and schedule meetings, confirm meetings with external attendees one day in advance, and keep the calendar accurate
• Arrange travel, including flights, accommodations, and ground transportation, and keep itineraries current in TripIt
• Monitor BambooHR for new hires and schedule intro meetings
• Research upcoming conferences, manage membership renewals, and prepare and issue purchase orders
• Schedule and track personal and family appointments, such as eye exams, dental hygiene, and haircuts
• Arrange and monitor household maintenance and repairs, such as gutter cleaning and garden maintenance, and track renewals and documentation, including car insurance, passports, and licenses
• Coordinate arrangements for birthdays, holidays, and special occasions, including gifts, reminders, dinner reservations, and catering trays
• Plan and coordinate personal projects, including moves, renovations, house decorating, and cleaning, and propose outings and activities the family can enjoy
• Complete errands such as grocery shopping and dry cleaning pickup, including last-minute requests
• Prepare meals for the family occasionally, as needed
• Review the personal assistant planner board regularly, and use Microsoft Teams and email to gather information needed to complete tasks

What We Look For:

• High school diploma or equivalent; post-secondary education in business administration or a related field is an asset
• Minimum of 2 years of experience in an administrative, assistant, or coordinator role (executive or personal assistant experience is an asset)
• Demonstrated experience managing calendars, arranging travel, balancing multiple priorities, and anticipating needs
• Working knowledge of Microsoft 365 (Outlook, Teams) and the ability to learn new tools such as BambooHR and TripIt
• Demonstrated ability to handle confidential and personal information with discretion
• A valid driver’s license and reliable transportation are required

About the Benefits

SSI offers a competitive compensation package that includes a full benefits package, competitive wages and profit-sharing, as well as education benefits, self-paced learning opportunities, and the opportunity to work remotely. Only those selected for an interview will be contacted.

If you enjoy working in a fast-paced dynamic environment and want to take your career to the next level with a local employer of choice – Apply to SSI today!