Executive Assistant

5 months ago

Victoria, Canada Westerkirk Full time

Westerkirk Capital Inc. is an equal opportunity employer and encourages women, Aboriginal people, persons with disabilities, and members of visible minorities to apply. Westerkirk Capital Inc. will accommodate the needs of applicants with disabilities throughout all stages of the selection process. If you need accommodation during the recruitment process, please advise your Human Resources representative. Information relating to the need for accommodation and accommodation measures will be addressed confidentially.

**Position Summary**:
**Key Accountabilities**:

- Manage the President and key executive’s calendar, ensuring effective and efficient use of time in alignment with preferences and priorities.
- Perform a full range of executive and administrative support services for both the President as well as other key executives including, drafting various communications and documentation, preparing reports, creating presentations, and maintaining highly confidential information.
- Working with the President to help prioritize action items, including business strategies and opportunities - recognizing when priorities are competing and working to resolve those issues.
- Assuming the day-to-day responsibility of following up on assigned action items, duties, and projects to drive accountability and overall effectiveness.
- Maintain organized and effective filing systems for requisite binders and folders that are clear, concise and in alignment with the President and key executive’s preferences.
- Oversee the coordination of important documentation to ensure timely delivery to/from key stakeholders in alignment with and adherence to scheduled meetings.
- Arrange and coordinate meetings, and conference calls.
- Ensure all technology requirements are met (including video conferencing, scanning/printing, etc.) prior to any scheduled meetings.
- Attend and compile accurate meeting minutes and action items; specifically, the indexing of Board meeting minutes on behalf of the President.
- Coordinate and book domestic and international travel for the President and key executives in alignment with the corporate flight operations team.
- Manage the reconciliation of corporate credit cards, including coordinating the review, approval and data entry of receipts and statement information.
- Act as a point of contact between the President, executives, as well as internal colleagues/external stakeholders while fostering positive relationships.
- Support, track, or lead corporate initiatives and projects as required.

**Requirements**:

- A minimum of five (5) years in an Executive Assistant or Senior Administrative Assistant role.
- Post-secondary education in administration or related field is an asset.
- A valid class 5 driver’s license, clean drivers abstract, and operational vehicle are required.
- Ability to maintain privacy and confidentiality at all times, exercise diplomacy, discretion and respect boundaries.
- Knowledge of video conferencing tools (including Zoom, MS Teams).
- Highly organized with excellent time management skills with the ability to set, commit to and meet deadlines.
- Service-oriented, pro-active, self-starter with an excellent attention to detail.
- Excellent communication (both written and verbal) and solid interpersonal skills that allow one to work effectively in a diverse working environment.
- Ability to liaise and communicate effectively with all levels of executive, staff and external stakeholders.
- Ability to work under pressure and adapt to changing Executive and business needs.
- Flexibility required with schedule availability for evenings, weekends, holidays, and additional hours on an as requested basis.
- Willingness to travel as required.

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