Job Description

Position Overview
Reporting to the CEO, the Executive Assistant provides exceptional senior administrative support while handling multiple and simultaneous imposed deadlines. Effective communication and the ability to handle a high volume of work is essential to this position.
A professional and confident communicator, our Executive Assistant engages internal and external stakeholders at all levels, assesses demands and priorities, and develops and presents accurate and well-informed recommendations with confidence and clarity. Significant attention to detail, initiative and accuracy is essential for success.
Accountabilities

• Provide direct high-level administrative support to the CEO including coordinating calendars, meetings, teleconferences, and other appointments as requested;
• Operate with discretion when handling sensitive and/or confidential information, prioritizing workflow, and level of importance;

• Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately;

• Ensure that the CEO is fully prepared for all engagements by providing vital background information as needed;

• Coordinate meetings, including development and dissemination of agenda, materials, calendar invites and logistical arrangements;

• Accountable for taking meeting minutes when requested;
• Compile information for reports from a variety of internal and external sources; undertake research to locate information, summarize material and recommend follow-up action;
• Liaise with senior leaders, board members and all levels of staff to collect data and produce a variety of documents for the CEO;
• Compose, designs, format, edit and distribute correspondences, reports, spreadsheets, and presentations as requested;
• Preview all documents, reports and correspondences prepared for executive signature for format, content, grammar, spelling and editing as necessary;
• Collaborate with all business lines to ensure provision of consistent documents and processes;
• Produce copied and printed materials as required or requested;
• Coordinate file management ensuring an efficient digital and hard copy filing system;
• Communicate with external offices and agencies on behalf of the CEO as requested;
• Anticipate role related administrative issues and assess risks, identifying proactive solutions which will eliminate or mitigate such risks;
• Handle complex and significant matters that cut across operational areas and business lines;
• Handle sensitive, confidential, and executive administration, prioritizing workflow, and level of importance;
• Liaise between departments to successfully complete tasks and projects requested by the CEO;
• Respond and/or escalate emerging issues accordingly;
• Plan and coordinate travel arrangements including the booking of air and hotel reservations, preparation, and distribution of detailed itineraries. Organize any required meetings, dinners, or visits;
• Prepare and submit expense reimbursements for the CEO in a timely manner;
• Coordinate social needs with human resources including births, condolences, retirement, and social gatherings;

• Assist the Executive Board Coordinator in preparation, photocopying and email distribution of meeting notices and agenda materials as needed;

• Assist with Board and committee meetings in the absence of the Executive Board Coordinator.

The Executive Assistant performs other related duties as requested.
Qualifications

• Post-secondary education in Business Administration or a related discipline;
• Minimum of five (5) years of executive level administrative experience in a national professional services firm (e.g. accounting, law/legal, consulting, etc.);
• Experience working in an Indigenous environment and working with a Board of Directors would be an asset;
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook);
• Experience acting in a delegate role within Microsoft Outlook;
• Exceptional interpersonal skills, including outstanding oral and written communication capabilities;

• Ability to handle high degree of confidential and sensitive information with tact and discretion;

• Adaptable and flexible to various competing demands with proficiency at managing high work volumes in a fast-paced;
• Exceptional organizational skills with a sense of urgency and ability to prioritize multiple tasks seamlessly in a rapidly changing environment with excellent attention to detail;
• Experience working with Federal Government organizations an asset;
• Must have an understanding, awareness and appreciation of Indigenous culture and history;
• Should have experience working with Indigenous Governments, organizations, and communities;

• Willingness to participate in ongoing education and training for the role including Indigenous Cultural studies;
• Must be fluent in English (spoken and written), French language is considered an asset.

Equivalent or relevant education and/or experience may be considered.
Work Conditions

• This position is based in West Vancouver.
• Requires national travel.

What We Offer

• Competitive salary and annual bonus eligibility
• Flexible 37.5-hour work week
• Employer paid extended benefits
• Matching group RRSP contributions
• Health Spending Account
• Annual vacation allowance and 13 paid stat & non-stat days
  
• Professional development & career growth opportunities

Position will remain open until suitable candidate is found.