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This is a full-time hybrid role for an Executive Assistant located in Vancouver, BC. The Executive Assistant will provide administrative assistance to senior management, manage and generate reports, provide executive support, and communicate efficiently with internal and external stakeholders. This role will be based in Vancouver with flexibility for remote work.
1. Calendar Management: Scheduling and managing the MD’s calendar, including appointments, meetings, and travel arrangements.
2. Communication Handling: Managing incoming and outgoing communication on behalf of the MD, which includes handling emails, phone calls, and mail.
3. Meeting Coordination: Organizing and coordinating meetings, including preparing agendas, taking minutes, and arranging logistics like venues and catering.
4. Document Preparation and Management: Drafting, editing, and organizing important documents such as reports, presentations, and confidential correspondence.
5. Travel Arrangements: Planning and booking travel, including flights, accommodations, and itineraries.
6. Reports and Statistics: Proficiency in Microsoft Office Suite and Google Workspace for proper reporting structure and data analysis.
7. Stakeholder Liaison: Acting as a point of contact between the MD and other staff, clients, or stakeholders.
8. Project Management Assistance: Assisting in project management, tracking progress, and ensuring deadlines are met.
9. Confidentiality Maintenance: Safeguarding sensitive information and ensuring the privacy of the MD’s communications and records.
10. Personal Assistant Duties: Occasionally handling personal errands or tasks for the MD.
11. Team Coordination: Liaising with other departments or team members to ensure smooth office operations and collaboration.
This role requires a high level of organization, discretion, multitasking ability, and excellent communication skills.