Executive Assistant

4 weeks ago

Canada Vitrum Industries Ltd. Full time

9785 201 St, Langley Twp, BC V1M 3E7, Canada

Job Description

Posted Wednesday, February 21, 2024 at 8:00 a.m. | Expires Saturday, April 27, 2024 at 6:59 a.m.

Who we are:

Have you been searching for an energetic, dynamic and fun company to call home? Look no furtherLorval Capital Management located in Langley, BCproudly representing the following companies: Vitrum Glass Group, Apex Aluminum Extrusions & Lorval Developments. Since we’re in the business of being exceptional, that means we’re always looking for exceptional people to join our team. Could you be one of them?

Purpose: We are seeking an energetic and attentiveExecutive Assistantreporting to the President. As the Executive Assistant, you are self-motivated, solutions driven, and highly confidential. In this role, you will fulfill a diverse range of job duties including scheduling, call screening, personal errands, researching various projects, and miscellaneous office duties.

Duties:

• Manage executive calendar. • Provide executive support to the President by undertaking a range of administrative tasks and projects, self-directed and directed.

• Prepare internal and external correspondence on behalf of the President.

• Maintaining Organizational Charts for the group of companies.

• Screen incoming mail and telephone communications. Ensure that all communication is handled in a timely and professional manner.

• Coordinate preparations of company training documents and presentations including compiling, editing, formatting, binding and distributing presentation materials.

• Assist in the coordination of tours and visits.

• Supervise and direct the Personal Assistant and Admin Assistant, including training monitoring performance and providing constructive feedback.

• Assist in the Human Resources Department with various tasks including on-boarding for leadership positions.

• Organizing and event planning including company sponsored learning sessions.

• You will help manage email inbox; flagging important and actionable items and taking personal action on items as needed without supervision. Confidentiality is a must.

• You will be the point of contact for internal & external requests, assuming full ownership and maintenance of the calendar; scheduling, confirming, and negotiating for meeting space and relevant attendees.

• Set up, prepare agenda, and take meeting notes for strategic and leadership meetings.

• Arrange travel, from hotel and air booking to itinerary coordination and research into local transportation and activities for President and his leadership groups.

• Ensure sensitive documents are kept confidential.

• Prepare all documents and materials needed for travel.

• Other administrative and support duties as required

• Orders and organizes meals, stocks food and beverage inventory as required.

• Lead the philanthropic activities on behalf of the company.

• Plan and schedule the use and cleaning of company properties and vehicles.

• Manage building care takers and cleaners.

Skills:

• Proven years of previous experience providing support to senior executives

• Discreet and professional with the ability to manage highly confidential information

• Communication is key, clearly conveys thoughts, both written and verbally, listening attentively and asking questions for clarification and understanding

• Hold yourself and others accountable to meet commitments

• The ability to process detailed information effectively and consistently

• Priority Setting: focuses time/energy on the most important issues/opportunities. Clearly understand how to assess importance of tasks and decisions

• Flexible: willing to tackle different and varied tasks with various stakeholders as directed by the President

• Day-to-day tasks change constantly; the ability to flexibly adapt is necessary to succeed in this role.

• You will work independently, thrive by leveraging your resourcefulness, excel at being well-organized, and be able to follow through the completion of tasks without being prompted.

Qualifications:

• Five (5) or more years' experience in an Executive Assistant role for CEO or President.

• Diploma or Undergraduate Degree in Business Administration or related field preferred

• Professional demeanor and respect for confidentiality

• Strong communication skills and experience working with key internal and external stakeholders

• Ability to maintain a high level of accuracy with all tasks

• Proven track record of strong organization skills with great attention to detail

• Proven track record of superior multi-tasking, prioritizing and time management skills

• Pleasant and accommodating demeanor with a strong commitment to providing a high level of support

• Career-minded as position can continue into evenings and weekends when required

Equity Statement: Consistent with ourcommitmentsto equity and diversity, we actively recruit from all designated groups. We alsoprovideemployment accommodation upon request to current staff members and to applicants during the recruitment process. We aim toprovidea work environment where excellence is allowed toflourish,and diversity is prized. We are committed toprovidingaccommodation throughout the interview and employment process. If you requirean accommodation, please advise the hiring manager or recruiter.

9785 201 St, Langley Twp, BC V1M 3E7, Canada

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