COMPANY: Edgewise Environmental and Whale Seeker

THE OPPORTUNITY: Part-time, totalling to 30 hours/week. 15 hours/week will be completed at Whale Seeker and 15 hours at Edgewise Environmental.

THE TYPE OF PERSON WE’RE LOOKING FOR: We are seeking an experienced Executive Assistant to split their time between these kick-butt women-owned companies. This role offers a unique opportunity to support the executive leadership of two companies dedicated to environmental conservation and marine mammals. Please note that this entails two part-time positions, divided between Whale Seeker and Edgewise Environmental, which collectively constitute a full-time commitment.

RATE OF PAY: $24.50/hour.

A BIT ABOUT EDGEWISE ENVIRONMENTAL

Edgewise Environmental is a certified women-owned environmental consulting firm specializing in marine mammals, seabirds and anthropogenic noise mitigation solutions. We develop novel training programs and services for the global Blue Economy with a strong focus on sustainable environmental practices and mitigation. Our clients include renewable energy, oil and gas, environmental emergency response, government, indigenous groups, municipalities, other environmental consultancies, telecommunications and geophysical/geotechnical companies. It’s a long list! We have a footprint across Canada and abroad. Edgewise is dedicated to increasing collaboration between industry, academia and government to move forward on novel conservation efforts for our world’s oceans. We are fierce advocates of under-represented groups in STEM fields and general ocean literacy.

A BIT ABOUT WHALE SEEKER

Whale Seeker was founded to tackle the tricky task of automating marine mammal detection using imagery. Our clients span many global markets but all share the same pain-point: needing a faster, cheaper, and more reliable way of detecting marine mammals. We’re building solutions that meet our client’s specific needs and fit into their workflow. The success of our company comes from our wildly hardworking, innovative, multidisciplinary team – their smarts, collaborative spirit and our company’s B Corp status set us apart from other AI or environmental consulting teams. Our people are Whale Seeker’s biggest competitive advantage, and we’ll continue investing in our team and people-first culture.

Learn more about us: www.whaleseeker.com

1. Email and Calendar Management:

• Efficiently manage and prioritize emails for 2 CEOs and a CTO, ensuring timely responses.
• Coordinate and schedule virtual meetings, appointments, and conferences across both companies.
  

2. Documentation and Reporting:

• Prepare, format, and organize documents, presentations, and reports for virtual meetings and presentations.
• Ensure accuracy and consistency in all documentation and reporting tasks.
• Provide administrative and office support, including contacts database and filing of information.

3. Virtual Meeting Coordination:

• Schedule and coordinate virtual internal and external meetings, send out invitations, and prepare agendas.
• Take detailed virtual meeting minutes and circulate them to relevant parties.

4. Data Entry and Management:

• Assist in maintaining databases related to clients, contacts, and projects for both companies.
• Ensure accurate and up-to-date virtual data entry.

5. Follow-Up and Reminders:

• Send virtual reminders and follow-up emails to ensure tasks and deadlines are met promptly.
• Help manage virtual task lists and calendars to enhance efficiency.

6. Correspondence and Communication:

• Draft virtual emails, messages, and other forms of communication on behalf of the CEOs.
• Ensure clear and professional virtual communication with stakeholders.

7. Research Support:

• Conduct online research on industry trends, potential clients, competitors, and other virtual topics.
• Summarize and present findings to support decision-making for both companies.

8. Basic Bookkeeping Assistance:

• Support virtual invoicing, payment tracking, and recording virtual expenses for both companies.
• Assist in maintaining accurate virtual financial records.

9. Administer information for each company with discretion and professionalism:

• Maintain professionalism and strict confidentiality with all materials.

10. Manage executives’ travel logistics:

• Manage travel logistics and activities, including accommodations, transportation, and meals.

11. Streamline team communication and assist in event planning:

• Organize team communication and plan events.

Location: Remote (Virtual Work)

We expect 30 hours of dedicated work, but are flexible in what those regular hours look like depending on individual needs. We need you to be responsive on our Slack channels a reasonable amount of time to contribute to team projects, goals, and help teammates if they need anything.

You’ll join both Whale Seeker and Edgewise Environmental’s multidisciplinary teams, where everyone—including you—is striving to constantly grow. We are an incredibly diverse and supportive teams and love to pitch in when problems arise and give feedback to help each other learn and meet our goals. We are passionate about lots of things: automation, meaningful detection tools, useful data communication, global solutions for healthy oceans, the Canadian Blue Economy, marine animal mitigation, and much more. As much as we care about environmental consulting and useful tools for marine mammal detection, we care as deeply about an ethical, sustainable, business model where stakeholders, employees, and the environment play major roles in driving our decisions. Read more Whale Seeker’s values here and about Edgewise Environmental’s values here.

• Competitive salary.
• Opportunity to work with industry leaders in environmental conservation.
• Engaging and collaborative work environment.
• Support for professional development and growth.
• Flexible work schedule.

• Successfully manage and prioritize emails and calendars for both CEOs and CTO, achieving a high level of efficiency and timely responses.
• Demonstrate proficiency in preparing, formatting, and organizing documents, presentations, and reports for virtual meetings and presentations.
• Efficiently schedule and coordinate virtual internal and external meetings across both companies, including preparing agendas and taking detailed meeting minutes.
• Gain a firm grasp of data entry and management tasks, ensuring accuracy and up-to-date records for clients, contacts, and projects.
• Establish a proactive follow-up system, sending virtual reminders and follow-up emails to ensure tasks and deadlines are consistently met.
• Develop strong written communication skills, consistently drafting clear and professional virtual emails, messages, and other forms of communication on behalf of the CEOs.
• Begin conducting preliminary online research on industry trends, potential clients, and competitors, summarizing findings to support decision-making.
• Familiarize yourself with basic bookkeeping tasks, providing support for virtual invoicing, payment tracking, and expense recording for both companies.

• Demonstrate mastery in managing and prioritizing emails and calendars for both CEOs, anticipating their needs and proactively addressing issues.
• Serve as a key contributor to the development of strategic documents, presentations, and reports, delivering high-impact materials that impress stakeholders during virtual meetings and presentations.
• Independently oversee and optimize the scheduling and coordination of virtual internal and external meetings, streamlining processes and ensuring seamless execution.
• Lead the task management system, continually identifying opportunities for workflow improvements, and ensuring all tasks and deadlines are consistently met and exceeded.
• Exhibit exceptional written communication skills, crafting complex virtual messages, emails, and other communications on behalf of the CEOs with a high degree of clarity, professionalism, and strategic thinking.
• Conduct comprehensive and insightful online research on industry trends, potential clients, competitors, and other topics, providing valuable intelligence to guide long-term strategic decisions.
• Assume a greater role in financial management, actively contributing to budgeting, forecasting, and financial analysis, and ensuring the financial health and sustainability of both companies.
• Uphold the highest standards of discretion and professionalism in managing sensitive information and confidential matters, strengthening trust and confidence in your role as an Executive Assistant.
• Actively seek opportunities for process optimization and efficiency enhancements within your role, contributing to the overall growth and success of both companies.

Interested candidates are invited to submit their resume and a cover letter outlining their qualifications and interest in the position to info@edgewiseenvironmental.com and careers@whaleseeker.com. Please include “Blue Economy Executive Assistant Application – Edgewise Environmental and Whale Seeker” in the subject line. Applications will be accepted until September 30th 2023 .

IS THIS ROLE NOT AN EXACT FIT, BUT THINK YOU WOULD BE A GOOD CANDIDATE?

Whale Seeker and Edgewise Environmental are both an equal opportunity employer. This means that we strive to make employment decisions at every point in the employment relationship, from application to termination, based on merit. We want to have the most qualified person in every position. In addition, we are committed to complying with all applicable laws providing equal employment opportunities. All persons involved in any way with the operations of Whale Seeker are prohibited from unlawfully discriminating against any applicant or employee based on race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expressions, age, record of offenses, marital status, family status, disability, political beliefs, or any other legally protected characteristics. This policy governs all aspects of employment and contractor relations, including recruitment, hiring, training, promotion, compensation, discipline, job assignments, benefits, transfer, and termination.