Executive Assistant to Chief Executive Officer/Office Administrator

4 weeks ago

Vancouver BC, Canada Circle Wellness Full time

Circle Wellness Overview: Circle Wellness is a dynamic and innovative health & wellness company dedicated to creating unparalleled wellness experiences that inspire guests to unplug from the outside world and better connect with themselves. We foster a collaborative and inclusive work environment where every team member has the opportunity to contribute to our collective success. We also encourage our team and guests to discover new ways to live healthier lives and enable them to make positive changes for themselves and their own communities. We strive to facilitate the most transformative therapeutic experiences in the world.

Position Overview: We are seeking a highly organized and proactive Executive Assistant to the CEO who can also efficiently handle all office administrator duties. The ideal candidate will possess exceptional multitasking abilities, superb written and verbal communication skills, project management skills and the flexibility to adapt to a fast-paced environment. This role is crucial in ensuring the smooth operation of both executive functions and daily office management.

Responsibilities:

  • Provide comprehensive administrative support to the CEO, including managing schedules, coordinating meetings, and handling correspondence.
  • Act as the primary point of contact between the CEO and internal/external stakeholders, demonstrating professionalism and discretion in all interactions.
  • Prepare and edit documents, presentations, and reports for executive review.
  • Coordinate travel arrangements and accommodations for the CEO, including itinerary planning and expense reporting.
  • Manage office supplies, equipment, and facilities, ensuring efficient utilization and procurement as needed.
  • Oversee administrative tasks such as mail distribution, filing systems, and record-keeping to maintain organization and accessibility of information.
  • Assist with HR-related tasks such as onboarding new employees, managing personnel records, and coordinating company events.
  • Handle financial administrative duties, including invoice processing, expense tracking, and budget management.
  • Compile and summarize market research to support strategic decision-making and business development initiatives.
  • Input and manage data using various software and tools, ensuring accuracy and integrity of information.
  • Take comprehensive meeting notes during executive meetings, capturing action items and key discussion points for follow-up.
  • Provide task management support for the leadership team, assisting in prioritizing tasks and ensuring deadlines are met.
  • Assist in writing content for promotional materials, including but not limited to, website copy, marketing collateral, and social media posts.
  • Coordinate with contractors and external vendors as needed, facilitating communication and ensuring project deliverables are met on time and within budget.
  • Organize and maintain content libraries and databases, ensuring easy access and retrieval of information for internal stakeholders.
  • Support special projects and initiatives as assigned by the CEO, demonstrating flexibility and adaptability to changing priorities.

Qualifications:

  • Proven experience (3-5 years) as an Executive Assistant or similar role.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace and other relevant software applications. Project management software (e.g., Asana) is a plus.
  • Excellent organizational skills with a keen attention to detail, the ability to prioritize tasks effectively, and excellent follow up with internal and external stakeholders to ensure tasks are completed in a timely manner.
  • Exceptional communication and interpersonal skills, with the ability to interact professionally with individuals at all levels of the organization.
  • Demonstrated discretion and confidentiality in handling sensitive information and matters.
  • Ability to work independently with minimal supervision and as part of a collaborative team.
  • Flexibility to adapt to changing priorities and deadlines in a fast-paced environment.
  • Previous experience in office administration or facilities management is a plus.
  • Must live in Vancouver, have a valid driver’s license, access to a vehicle, and be available to work full-time

Benefits:

  • Competitive salary commensurate with experience
  • Employee health & wellness plan
  • Complimentary spa circuit sessions
  • Professional development opportunities
  • Dynamic and inclusive company culture with opportunities for growth

Additional Details:

  • Start Date: June 1st, 2024
  • Office Location: 350 - 1333 Johnston St., Vancouver, BC

Application Process: Interested candidates are invited to submit a resume and cover letter outlining their qualifications and suitability for the position to jobs@circlewellnessspas.com. Please include "Executive Assistant & Office Administrator Application" in the subject line. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

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