Executive Assistant to CEO

3 weeks ago

Kelowna, Canada Stober Group Full time

**Overview**

We are seeking a full-time dynamic Executive Assistant to cover maternity leave for 12 months. If you thrive in a fast-paced corporate environment and are highly skilled to provide comprehensive high-level support to senior executives and the board of directors. This is an exciting opportunity to join a forward-thinking organization at the forefront of the Real Estate Development industry.

**Posting title**:Executive Assistant to the Chief Executive Officer

**Employment Type**:Full-time, contract position for 12 months

**Division**:Corporate Executive Office Department

**Location**:Kelowna, BC

**Job Summary**

As the Executive Assistant to the Chief Executive Officer, you will be responsible for various responsibilities, some include managing the CEO’s schedule, coordinating leadership team meetings, coordinating board meetings, facilitate corporate events, handle confidential information with the utmost discretion, draft and proof confidential documents, draft and circulate professional electronic correspondence to stakeholders, and finally draft and coordinate internal communication such as the company quarterly employee newsletter. Additionally, you will serve as a key liaison between the CEO’s office and internal/external stakeholders.

**Responsibilities **_**(this is not an exhaustive list)**_
- Manage the CEO's calendar, including scheduling meetings, facilitate meetings, and make travel arrangements as needed.
- Handle sensitive and confidential information with utmost discretion, integrity and professionalism.
- Draft professional and effective written communication on behalf of the CEO to the leadership team, board of directors, internal and external stakeholders.
- Take accurate meeting minutes and deliver them to meeting participants in a timely manner. Ensure post-meeting follow-ups and deliverables are accurately captured in the minutes.
- Prepare and distribute materials for meetings, including agendas, presentations, pre-read materials, reports, post-meeting minutes.
- Act as a gatekeeper for the CEO, screen and prioritize incoming communications and requests. Use good judgement to delegate, execute or escalate requests.
- Proven ability to manage conflicting priorities and adapt to changing circumstances with grace and professionalism.
- Coordinate logistics for corporate events, including quarterly board meetings and off-site leadership team meetings, Town Halls, quarterly all-staff events, and lunch & learns.
- Conduct research and compile data as needed to support the CEO in decision-making.
- Anticipate the needs of the CEO and proactively address them to ensure efficiency and effectiveness.
- Collaborate with other department leaders to support cross-functional initiatives.
- Manage the Executive Assistant administration budget and work with Accounts Payable to pay invoices on time.

**Requirements**:

- University diploma or degree in business administration, human resources, communications or other relevant education and training.
- Minimum of 5 years of experience as an executive assistant supporting C-level executives in a fast-paced environment.
- Minimum of 3 years of experience working with board of directors or board committees. Experience supporting board of directors or equivalent governing bodies is highly desirable.
- Experience working in Real Estate, Development, Construction, Sales & Marketing/Communications, or any similar industry knowledge is an asset.
- Savy troubleshooting technology software and hosting hybrid meetings.
- Ability to work independently and with various team members.
- Exceptional organizational skills, time management skills and attention to detail, with a demonstrated ability to prioritize and multitask effectively.
- Strong communication skills, both written and verbal, with the ability to interact confidently with individuals at all levels of the organization.
- A valid driver’s license is required, as local travel may be required.
- Criminal Record Clearance.
- **Please include a cover letter with your resume on submission.**

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

Pay: $45,000.00-$70,000.00 per year

**Benefits**:

- Company events
- On-site gym
- On-site parking

Schedule:

- Monday to Friday

Work Location: In person

Expected start date: 2024-06-01

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