Executive Assistant & Office Administrator
Wallenius Wilhelmsen
- Delta, BC
- $60,000-80,000 per year
- Permanent
- Full-time
Responsibilities
- Acting as the point of contact between the VP of Canada Operations, internal or external colleagues, and customers.
- Gather and maintain information supporting the VP of Operations Team meetings and decisions.
- Assist in preparing meeting agendas, meeting minutes, follow-up, and follow-through on outstanding action items.
- Coordinate and follow up on action items and business issues as directed by the VP of Operations.
- Collation and prepare presentations for customer meetings when needed.
- Assist the Management team in travel planning and settlements.
- Light accounting duties such as credit card statement reconciliation and monitoring office expenses and costs.
- Align, plan, and coordinate meetings and Company events (e.g., holiday party, staff lunch, summer BBQ).
- Assist local HR and office management on an ad-hoc basis with various tasks.
- Keeping the executive office tidy and presentable with all necessary materials.
- Greeting and welcoming guests and visitors to the Administration office.
- Handling correspondence for the office, such as emails, letters, packages, and phone calls.
- Prepare outgoing mail by drafting correspondence, securing parcels, etc.
- Oversee office supplies and services, including restocking supplies and preparing office supplies for office staff’s new hires.
- Ensure availability to help colleagues and employees where necessary, answer questions, and directing them to the appropriate management team.
- Assist and provide support to special projects as requested.
- Other projects/duties as assigned for the overall benefit of the organization.
- Bachelor's degree in related field is preferred, but relevant experience can compensate for education.
- 3-5 years of experience in a similar role, including supporting executives.
- Proven track record of effectively interacting with management team.
- Ability to plan, self-starter and multitask.
- Ability to multitask and prioritize tasks.
- Excellent time management skills.
- Well developed organizational skills and attention to detail.
- Strong communication skills, with excellent command of English, both written and verbal. Able to share information efficiently and effectively.
- Expert proficiency with Microsoft Office (Outlook, Word, Excel and PowerPoint).
- Strong ability to execute work promoting inclusion across a diverse global organization.
- Detail and accuracy oriented.
- Structured and well organized. Excellent time management skills.
- Service minded and flexible. Ability to anticipate needs and propose solutions.
- Team player with strong interpersonal skills and able to relate to people at all levels.
- High level of integrity and ability to work and think independently.
- Able to maintain a high level of integrity and discretion in handling confidential information.