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Executive Assistant

4 months ago

Nelson, Canada Shambhala Music Festival Full time

Elevate our organization with your expertise We're seeking a dedicated Executive Assistant to become a key part of our team.

As an Executive Assistant, you will offer high-level administrative and project management support to the CEO. The role demands a proactive approach to handle a fast-paced, dynamic environment. The successful candidate will be adept at managing multiple priorities, possess robust organizational and communication skills, exhibit a high degree of professionalism and discretion, and be able to work independently with little or no supervision.

This full-time, year-round position will work at our head office in beautiful Nelson, BC. The successful candidate will also be required to work on-site at the festival location near Salmo, BC for approx. 1 month each summer.

Roles and Responsibilities:

  • Administrative Support: Manage the CEO's calendar, including monitoring emails, scheduling meetings, appointments, and travel arrangements. Ensure that the CEO is thoroughly prepared for all engagements.
  • Communication Management: Handle incoming and outgoing communications on behalf of the CEO. Tasks include drafting acknowledgment emails, personal correspondence, and other tasks facilitating the CEO's ability to lead the company effectively.
  • Project Management: Take charge of assigned projects, from conception to delivery, ensuring timely progress and successful completion.
  • Issue Escalation and Resolution: The Executive Assistant acts as the first point of contact for urgent matters directed at the CEO. They are responsible for assessing the urgency and importance of incoming issues, deciding on the appropriate course of action, and escalating them to the CEO or relevant stakeholders as necessary. This role requires the Executive Assistant to possess strong judgment and decision-making skills to address all issues promptly and effectively.
  • Minute Taking and Task Assignment: The Executive Assistant is responsible for meticulously documenting minutes and action items during key meetings and ensuring these are distributed promptly to relevant stakeholders. They manage task assignments, set priorities and deadlines, and use project management tools to track and report progress. This role is pivotal in maintaining organized meeting archives and ensuring effective execution of tasks, supporting the organization's strategic objectives.

Qualifications:

  • Secondary education preferred.
  • Advanced computer skills and experience using Google Docs and Microsoft Applications.
  • Experience with Office Administration.
  • Experience with festivals and events is an asset.
  • Must have a valid Class 5 Driver's licence with a clean abstract.
  • Able to plan, see the “big picture” and prioritize.
  • Project management skills and the flexibility to adapt to a fast-paced environment.
  • Trustworthy, honest, respectful, accountable and reliable.
  • Committed to personal excellence, driven to succeed with a "can do" attitude.
  • Exceptional multitasking abilities.
  • Calm, positive, and have a solution-oriented attitude in all situations.
  • Excellent written and verbal communication skills.
  • Adept at critical thinking and problem-solving.
  • Desire to be proactive and create a positive experience for others.
  • Strong administrative skills.
  • High attention to detail.
  • Works well independently and in a team setting.
  • Ability to work in a culturally diverse work space without personal judgments or bias.
  • Execute and display the Shambhala spirit of love, magic, and welcome at each point of contact in a warm and friendly way

The Perks:

At Shambhala, we're not just about the music; we're about creating an incredible experience for our team too. Here's what you can look forward to when you join us in a permanent, full-time position:

  • Team Yoga Classes: Dive into wellness with complimentary yoga sessions for our HQ team in the off-season. Let's embark on a journey together toward enhanced well-being and mindfulness