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Executive Assistant

3 months ago

Langley, Canada United Traffic Control Full time

OVERVIEW

The Executive Assistant supports United Traffic’s Senior Management by providing expertise and assistance with meetings, events and administration duties.


DUTIES & RESPONSIBILITIES

MEETINGS


·        Prepare meeting agendas and assist with presentations

·        Attend meetings, record and distribute minutes and log action items

·        Follow up with Senior Management on action items at least two business days in advance of deadline

·        Manage and maintain schedules, including appointments and meetings


EVENTS


·        Support events, projects and initiatives including setups

·        Source and coordinate vendors and pricing

·        Assist with event setups including logistics and itineraries


ADMIN


·        Assist with preparation and editing documents, presentations, correspondence and reports

·        Maintain and organize electronic and paper files, ensuring confidentiality and security of information

·        Respond to and prioritize incoming calls, emails and other communication

·        Perform other assigned duties including purchases, pickups or deliveries


ACCOUNTABILITIES

·        Reporting and presenting data

·        Ability to switch focus and reprioritize tasks with little notice

·        Meeting deadlines, commitments and targets

·        Following company safety policies and procedures


SKILLS & QUALIFICATIONS

·        Strong verbal and written communication skills

·        Executive assistant and minute note-taking experience, an asset

·        Previous special event planning including vendor relations, an asset

·        Ability to write professional and neutral-toned emails

·        Communicate at a high level of understanding and clarity in English, both written and oral

·        Phone Etiquette

·        Time-Management

·        Strong organization and project management skills

·        Solid experience Microsoft 365, Internet and PC

·        Experience in office environment

·        Experience delivering client-focused solutions


OTHER

·        PAY STRUCTURE: Non-Union Hourly

·        COMPENSATION: $23.16 Hourly

·        REPORTS TO: Senior Management

·        DIRECT REPORTS: None

·        LATERAL COMMUNICATION: Office Team

·        LOCATION: Office-based

·        SCHEDULE: Monday to Friday

·        TIME: 10:00AM to 2:00PM, flexible based on business requirements

·        CONTRACT: 1 Month with mutual option to extend month-to-month

·        PROBATION: 3 Months

·        LICENSING: Valid driver’s licence and clean driver’s abstract



The Executive Assistant role, including duties & responsibilities, is non-exhaustive and subject to change based upon development of the role and the requirements of United Traffic.