Executive Assistant

• Maintain the President's calendar, including scheduling meetings and conference calls, and all preparation of meeting materials and related tasks.

• Compose and/or prepare presentations, brochures, memorandums, correspondence and reports on behalf of the President by identifying required information, researching background information, and gathering it from appropriate sources.

• Coordinate travel arrangements for the President, the Owners, and other executives as required, including preparation and submitting of expenses.

• Document and manage meeting outcomes as required.

• Liaise with the Executive team and external agencies on key and emerging priorities.

• Receive and screen information, visitors, and phone calls using judgement of sensitivity to the President's priorities.

• Provide information and refer callers to other appropriate individuals if matters can be responded to elsewhere.

• Plan events and large meetings, including appropriate layout of rooms, seating arrangements, dinner menus, invitations, etc.

• Assist shareholders with charitable and community outreach event planning and donations.

• Arrange and distribute materials for scheduled management meetings.

• Process invoices, expense reports, corporate credit card expenses, and cheque requisitions.

• Personal tasks as required including booking family vacations, research and/or resourcing.

• Various other duties and responsibilities as assigned.

• Education: Hold a university degree or diploma in a relevant field.

• Experience: 5+ years of administration or related experience supporting members of the executive team.

• Demonstrate initiative and self-management skills to work independently with minimal direction and respond effectively to issues as they arise.

• Exhibit exceptional interpersonal skills.

• Collaborate effectively with all levels of the business and develop and sustain cooperative working relationships with internal staff, vendors, and external contacts.

• Act with integrity, professionalism, and confidentiality.

• Demonstrate a commitment to privacy and ethical conduct.

• Show a resourceful mindset with attention to detail and high-quality standards.

• Work effectively across time zones.

• Demonstrate excellent time management skills with proven ability to meet deadlines and perform under pressure.

• Communicate clearly in writing with advanced proficiency in spelling, punctuation, and grammar.

• Maintain a valid BC driver's license, a clean driver's abstract, and access to a vehicle.

• Adapt to different communication styles.

• Demonstrate strong organizational and problem-solving skills.

• Work effectively across time zones.

• Allocate time effectively, perform under pressure, and manage tight deadlines.

• Handle multiple demands, balance competing priorities, and adapt to new ideas and constant changes

• Demonstrate analytical and detail-oriented skills.

• Focus on producing accurate and high-caliber work.

• Computer Skills: Demonstrate excellent knowledge of the Microsoft Office Suite.

Robert Half