Executive Office Assistant

THE ROLE

STRIVE has partnered with an esteemed client, known as Canada's gateway to over 170 trading economies around the world handling over 30% of Canada's trade in goods outside of North America.

This is a great opportunity to work with a TOP EMPLOYER and expand your current experience. We are looking for a TEMPORARY (up to 6 months) Executive Office Assistant who is adaptable and focused for their Vancouver location.

The executive office assistant will work closely with the current Senior Executive Assistant and be responsible for the senior executive administrative support for the vice president in support of divisional and organizational objectives in a manner that reflects organizational values.

RESPONSIBILITIES :

Executive administrative support

• Maintain executive appointment calendars to coordinate meetings, appointments and commitments; excellent understanding of the executive team, and an ability through this understanding to decide which scheduled events or meetings are most appropriate for allocation of the executive’s time.
• Ensure other executive assistants are included in communication where matters and calendar scheduling are relevant to other executives.
• If requested by executive, monitor emails and voicemails to ensure timely and appropriate response.
• Bring forward calendar items for follow up and / or action, issue reminders and follow up on responsibilities.
• Arrange appointments and organize internal and external meetings and events, including but not limited to booking meeting rooms / venues, video conferencing, arranging catering, purchasing gifts, and preparing meeting materials.

Prepare and mail invitations and coordinate rsvp’s. Communicate details to participants. Take minutes and note action items at meetings and distribute to participants.

Assemble and prepare reports, documents, briefs and support materials for meetings.

• Organize agendas and notifications on behalf of executive.
• Conduct supportive research as required by executive.
• Research, compose, proofread, and format correspondence, presentations, and spreadsheets as required.
• Provide general assistance to all staff and visitors, screen and respond to telephone inquiries, and redirect information as appropriate on behalf of the executive.
• Communicate with all levels of staff and customers while ensuring company directives and policies are being addressed and followed.
• Provide guidance and direction to administrative assistants as required or necessary.
• At the direction of executive, communicate with direct reports and staff as required.
• Liaise with travel agent to determine flight schedules, hotel bookings; arrange appointments and meetings; prepare travel documents and materials.
• Handle routine matters on own initiative and redirect enquires to appropriate departments.
• Review and process mail while instituting effective and discreet handling of sensitive documentation.
• Prepare and monitor departmental budgets including the preparation of submissions, contracts, purchase orders and processing of payments.

Coordinate purchases using corporate credit card.

• Administer C submission process in line with the delegation of authority.
• Track and input time entry information for payroll.

Collaboration and teamwork

• Articulate and live the culture and values, set an example by modelling the required behaviours.
• Provide back-up support within the executive assistant team, ensuring appropriate executive support.
• Participate in cross training of executive assistant team to ensure appropriate leave coverage.
• Receive coordination and guidance from senior executive assistant as necessary or required.

Programs and events

• Coordinate, and provide senior executive administrative support to, meetings between our client and federal, provincial and municipal governments.
• Coordinate or participate in corporate wide events or committees for employees as required.
• Lead / participate in cross-functional teams / committees to plan, design and / or implement internal programs and activities as required.
• Annually attend own divisional business retreats.

General

• Maintain files electronically and administer bring forward system and follow-up on responsibilities.
• Ensure that effective contacts are maintained internally and externally.
• Provide leave request to manager, HR for authorization as per the established process guidelines.
• Participate in health and safety initiatives and comply with established policy, procedures and guidelines to protect themselves and work colleagues.

Report concerns, hazards, risks and incidents to management for follow-up.

Perform other assigned duties as required.

REQUIREMENTS :

Professional, collaborative, self-motivated individual with excellent interpersonal skills, including tact, diplomacy and the ability to liaise effectively and positively with both staff and outside contacts.

Ability to exercise good judgment in recognizing the scope of authority and protecting confidential information is essential.

Anticipate, understand, and respond to the needs of internal and external contacts to meet organizational objectives. Must have the ability to work independently.

Must have excellent written and verbal communication skills, with a keen attention to detail. Must be a team player with a "customer service" focus.

Excellent organizational skills, ability to prioritize, and flexibility to perform multiple tasks is required.

Education & Experience

Completion of a certificate in management or another acceptable certificate along with a minimum of 2+ years related senior executive assistant experience.

Must be proficient in MS Word, Excel, PowerPoint, and Outlook.