Our client is looking for an experienced professional to join their team.
What your impact will be
The Executive Assistant will work directly with the VP of Marketing. The position requires the ability to manage multiple priorities simultaneously, strong organizational and administrative skills, and proactivity. The ideal candidate is expected to have excellent oral and written communication skills.
This position handles both confidential and routine matters, maintaining communications channels with key stakeholders, government partners, and staff. This position works in a demanding executive environment with limited direction. The EA must make decisions independently and requires superior administrative and organizational abilities to handle a high volume of competing tasks to meet deadlines. The role requires efficient handling of a variety of sensitive and confidential material, policy, and operations issues. The Executive Administrative Assistant also arranges complex meetings, travel itineraries both nationally and internationally, and travel expenses. This position develops and maintains a series of administrative systems to ensure the efficient and effective management of corporate records including, financial processing and tracking, and records management systems.
One of the biggest contributions of the role is with preparation of PowerPoint proposals and management of busy calendar.
The assignment will be for 7 months beginning on February 1 and ending on October 1, 2023.
Where is it based?
Vancouver, BC
The role is hybrid, 2 days a week in the office and 3 days a week remote.
Responsibilities
• Manages calendar by determining priorities and urgent situations, scheduling meetings or time, and making changes and adjustments as required.
• Screens incoming phone calls and visitors to determine the nature and priority of the inquiry or request.
• Prepares materials for meetings, such as agendas, PowerPoint presentations, and background/briefing materials; as well as takes and transcribes minutes.
• Arranges meetings and events with a variety of participants and coordinate the logistics, including facilities and catering.
• Develops, implements, and maintains administrative systems, procedures, and standards, including executive correspondence, templates, records management, and mail processing.
• Makes travel arrangements and completes all related travel authorizations and expense reimbursements.
• Types, formats, and proofreads a variety of documents and materials such as memos, presentation materials, graphs, tables, reports, briefing notes, and spreadsheets from drafts, or hand-written notes using desktop tools such as Word, Excel, PowerPoint, and Outlook.
• Composes or prepares routine and non-routine correspondence, based on information or notes provided, for the approval and signature of the VP of Marketing.
• Proofreads and/or edits various forms of draft correspondence according to the standards and returns to the author for corrections and changes.
• Develops and maintains a tracking system to ensure correspondence, reports, etc., are completed within critical timelines.
• Identifies emerging issues, determines their urgency/priority, and gathers, and compiles background information for timely and appropriate decisions and/or action.
• Monitors the operational budget for the VP of Marketing’s office.
• Applies delegated expense authority for administrative expenses.
Must Haves
• Grade 12 plus a certificate in office administration or equivalent.
• Proven 3 years experience in an administrative role, including one year’s experience in a senior management or executive office setting working in a confidential capacity.
• Experience maintaining records, filing and correspondence tracking systems, accounts processing, preparing meeting agendas, taking, and transcribing minutes and drafting correspondence
• Successful completion of security screening requirements, which will include a criminal record check
• Excellent oral and written communication skills
• Demonstrated proficiency with Microsoft PowerPoint
What’s in it for you?
• Salary: $28 - $30 per hour
• Hybrid work
• 7-hour workday. Monday to Friday.
Is this you?
Please send your resume to jobs@expertrecruiters.com and orinih@expertrecruiters.com or apply online at https://adr.to/zazpe with your resume and cover letter to the attention of Darcia Bower, Managing Director, if you have already met a member of our team and are interested in this opportunity please call or email us asap.
