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Executive Assistant

4 months ago

greater vancouver, Canada Talent Harbour Full time

We are seeking a dedicated and highly organized Executive Assistant to join our client's team in Vancouver. The successful candidate will be responsible for providing comprehensive administrative support to the Director, managing schedules, coordinating meetings, and handling other vital tasks.

This is a full-time position that requires excellent communication skills, a proactive mindset, and the ability to adapt to a fast-paced environment.



Key Responsibilities:


  • Administrative Support: Provide comprehensive secretarial and administrative services, including word processing, diary management, travel arrangements, handling correspondence, and confidential filing.
  • Information Management: Conserve the Director's time by researching, routing correspondence, drafting letters and documents, and collecting and analyzing information.
  • Meeting Coordination: Maintain the Director's appointment schedule, plan and schedule meetings, conferences, and travel arrangements. Ensure meeting rooms are booked and set up with necessary equipment and refreshments.
  • Representation: Represent the Director by attending meetings in their absence, acting as a spokesperson, and effectively communicating with stakeholders.
  • Problem-Solving: Demonstrate creative and innovative thinking to address issues and provide solutions. Seek out information when needed and act upon it accordingly.
  • Budget Management: Prepare budgets, reconcile accounts, and track related income/expenses.
  • Report Preparation: Prepare reports for the board of directors by collecting and analyzing relevant information.
  • Event Coordination: Plan and coordinate events, ensuring all logistics are managed effectively.
  • Team Collaboration: Work collaboratively with other team members to achieve organizational goals. Contribute to team effort by accomplishing related tasks as needed.
  • Social Media Management: Manage social media platforms to support the Director's initiatives.


Qualifications and Skills


  • Education: Bachelor's degree in Marketing, Communications or Public Relations preferred.
  • Experience: Prior experience in an administrative or executive assistant role is preferred.
  • Technical Skills: Proficiency in Microsoft Office Suite and other relevant software for record-keeping and data management.
  • Organizational Skills: Strong organizational and time management skills, with the ability to prioritize tasks and meet conflicting deadlines.
  • Communication Skills: Excellent communication skills, both written and verbal, with the ability to interact with individuals at all levels inside and outside the organization.
  • Initiative: Ability to work independently and anticipate the needs of the Director.
  • Flexibility: Adaptable, resilient, and willing to go above and beyond to meet the needs of the organization.
  • Customer Service: A customer-focused mindset with a commitment to delivering high-quality service.
  • Problem-Solving Skills: Demonstrated ability to think critically and develop creative solutions to challenges.


If you are a strategic thinker with strong multitasking abilities, this could be the ideal role for you. Apply now to join our team and contribute to the success of our Vancouver location.