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Executive Assistant

4 months ago

Vancouver, Canada LandSure Systems Full time

Do you want to work for one of BC’s Top Employers for 2024 and join an innovative, technology-driven and growth-focused organization?
LandSure Systems Ltd. (LandSure) is looking to hire an Executive Assistant to join our Products division
**Who we are**:
LandSure is a subsidiary of the Land Title and Survey Authority of BC (LTSA), a publicly accountable, statutory corporation that manages BC's land title and survey systems. Our team of nearly 100 employees supports the LTSA through information system consulting services, project management, customer support, and communications.
We offer meaningful work in the public interest. In support of the Province’s 30-point housing plan, LandSure has helped the LTSA build and launch the Condo and Strata Assignment Integrity Register as well as the Land Owner Transparency Registry, a first-of-its-kind registry.
We offer an innovative, performance-driven culture. We have helped the LTSA become a leader in automated property registration and through technology, we are reducing turnaround time for customers and improving the consistency, accuracy and efficiency of the LTSA’s services. We also build and manage innovative products such as ParcelMap BC and AUTOPROP, which support access to information for the land and real estate sectors.
We offer balance. LandSure provides employees with the ability to work for a stable, independent, values-driven technology company. The environment is entrepreneurial, innovative, and fast-paced yet supportive. Our culture is of mutual respect, constantly improving our professional and personal skills, and celebrating our accomplishments.
We believe in a hybrid of remote and in-office work and know you'll love our downtown Vancouver office as much as we do Our employees can work either entirely in the office, or a hybrid of both remote and in-office. Therefore, applicants must currently live in British Columbia or have plans to relocate to British Columbia.
Visit landsure.ca/careers to learn more about why it's great to work at LandSure, including 3 weeks vacation to start, a generous bonus program, and a $650 health spending account.
The Executive Assistant provides project, operational and administrative support to the Vice President and Chief Product Officer and VP and Chief Information Officer at LandSure.
This position handles matters that require a high degree of professionalism, judgment and discretion. The incumbent takes initiative for planning, organizing and executing a wide variety of duties to ensure the smooth and efficient management of the team and office resources.
**What you'll do**:

- Maintains and updates Outlook calendars for the VPs by planning, monitoring, and coordinating daily/weekly schedules including changing or revising appointments as necessary
- Anticipates the needs of the VPs several weeks/months in advance, takes action on routine or simple tasks, and for more complex tasks initiates discussions with VPs
- Ensures VPs are prepared for each week/month with materials, documents, and presentations
- Organizes team meetings including weekly/monthly meetings and special sessions by coordinating meeting logistics, developing agendas, distributing materials in advance, taking minutes, and preparing and tracking action items
- Liaising with external vendors to set up quarterly business review meetings.
- Tracks and follows up on the accountabilities of the VPs with respect to action items from meetings including Executive and Staff meetings
- Ensures security of confidential documents and maintains the filing system for all documents in the offices of the VPs
- Prepares a variety of confidential meeting materials and correspondence such as letters, briefing notes, Board materials, detailed reports, and slide presentations including graphs, diagrams etc.
- Receives visitors to the office including contractors, stakeholders, and business partners
- Conducts research and analysis on a wide range of often confidential and sensitive corporate and operational initiatives
- Maintains office administration and financial management processes such as invoice management, contract administration, and asset management
- Processes and tracks purchase requests and ensures all corporate procedures are followed; tracks contract dates and proactively manages renewals
- Works collaboratively with other Executive Assistants and employees of the LTSA to ensure client and service delivery issues are handled in a timely and efficient manner
- Manages travel arrangements including booking flights, hotels, cars etc. and processes expenses and assisting with visa paperwork.
- Assisting Corporate IT with non-disclosure agreement and policy sign offs
- Acts as backup for reception when required

Education and Experience
- Completion of a post secondary diploma or degree in administrative management, human resources, legal assistance, public policy or commerce or the equivalent combination of education and experience
- Minimum of 5-7