Executive Assistant

2 weeks ago

Vancouver, British Columbia, Canada Mark Anthony Group Inc. - Canada Full time
At Mark Anthony, we are driven by an unwavering dedication to taste and innovation.

We have a history of crafting new to world brands of distinction that have disrupted traditional beverage categories and completely transformed the global beverage industry.

We're on an outstanding adventure. We're going where others aren't, and we're growing like others can't as a result. And we want
YOU to help write the next chapters with us.

The role:


Reporting into the Manager, Executive Administration, the
Executive Assistant holds the responsibility of being a proactive, organized partner and liaison between the CEO and his key internal and external contacts.

This role provides primary assistance to the Executive Vice Chair and back up coverage for team of EAs for the CEO in relation to meeting bookings, personal appointments and booking private travel.

The Executive Assistant demonstrates a high standard of excellence.

This is a unique role that will require the ability to change gears and audiences fluidly, including the CEO, Corporate Office Executives, Presidents, Visitors, Guests and Employees, while professionally acting as a gatekeeper to a fast-paced Office of the CEO.


What you'll do:

Scheduling:

  • Manage multiple calendars over multiple time zones in order to maximize the CEO's time
  • Coordinate and prepare correspondence, as necessary
  • Prepare for meetings and events including arranging catering, preparing materials, and scheduling people, locations & resources
  • Research and plan departmental events/off site meetings
  • Coordinate regional and international travel

Expenses & Budgets:

  • Prepare, track, and meet fiscal budgets
  • Track, process, and code expenses and invoices
  • Submit credit card reconciliation statements for Executives in accordance to billing cycles

Administration & Organization:

  • Proactively identify issues and troubleshoot solutions before they get through the CEO's door
  • Host and liaise with visitors for the Vancouver Corporate Office as well as other office locations
  • Filing and general administrative duties
  • Prepare briefing notes and biographies of external guests
  • Assist with project management and ensure project deadlines are met
  • Assist with meeting materials

What you'll bring:

Experience/Education:

  • Related administrative Diploma or Degree program
  • 5+ years of Executive Administrative support
  • Understands the fundamentals of business and able to build processes and procedures to handle information, people, projects, etc. as required

Skills:

  • Sophisticated digital literacy including Microsoft Outlook, PowerPoint, Excel, Office, Visio
  • Ability to optimally prioritize, multitask, and meet deadlines with a strong sense of urgency and in a fastpaced environment
  • Highly organized with excellent attention to detail
  • Excellent verbal and written communication skills
  • Able to maintain confidential information
  • Thrives in ambiguity, does not need all information to navigate optimally
  • Exercises judgment to identify, diagnose, and tackle problems
  • Able to anticipate the needs of the CEO and office and take proactive measures to meet these needs before they are officially requested
  • Available evenings and weekends as necessary during periods of full workloads
  • Experience in calendar management over multiple time zones is an asset
- _________________________________

At Mark Anthony, we live by 5 Core Values every day.

They are the cornerstone of our culture and the values that we look for in who we hire:

Sense of Urgency:

Our business moves fast and so do we. We understand the power of now. We have relentless drive and believe if it can be done, we're the ones who will do it first.

Authenticity:

We need to stay real because our brands, our stories and our culture must remain genuine to thrive.

When we have the best intentions for all, we create space to be our whole selves and do great things together.


Simplicity:

Our lives are complicated enough.

So why use 50 words when you can use 5? We thrive in ambiguity and change, but we also know how to translate our goals into simple explanations and actions.


Humility:

Egos distract us. When we're humble, we're open to listen, take feedback and change direction quickly. We're here for each other, and together we do great things.

Trust:

We respect and rely on each other. Trust is the backbone of our relationships, and we work hard not to break it. This level of trust allows us to be all-in and take comfort in the support of our teams

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