We are looking for an experienced Executive Assistant to provide senior-level administrative and operational support within a government-focused Land Governance team in Coquitlam, British Columbia. This Contract position plays an important role in keeping departmental activities organized, supporting leadership with day-to-day coordination, and helping ensure projects, meetings, and communications move forward efficiently. The successful candidate will bring sound judgement, strong communication skills, and the ability to adapt to shifting priorities in a fast-paced environment.
Responsibilities:
• Manage complex schedules for departmental leadership, ensuring appointments, meetings, and deadlines are coordinated effectively.
• Organize business travel arrangements, including transportation, accommodations, and detailed itineraries as needed.
• Support meetings from planning through follow-up by gathering materials, preparing agendas, assisting with presentations, documenting discussions, and circulating minutes.
• Track action items and project milestones to help leadership monitor progress and meet timelines.
• Review invoices, budget information, and contract details for accuracy and proper allocation before submission or processing.
• Draft, format, and revise correspondence, reports, presentations, and other administrative documents.
• Coordinate departmental meetings, events, and special activities, including logistics and participant communication.
• Prepare and submit expense reports, credit card reconciliations, and related finance documentation in a timely manner.
• Maintain organized electronic and paper records, and retrieve key documents such as minutes, reference materials, and by-laws when required.
• Serve as a point of contact for visitors and internal teams, fostering smooth communication across departments.
Executive Assistant • Coquitlam, CA
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