Executive Assistant

7 months ago

Langley, Canada VITRUM INDUSTRIES LTD Full time

**Who we are**:
Have you been searching for an energetic, dynamic and fun company to call home? Look no further Lorval Capital Management located in Langley, BC proudly representing the following companies: Vitrum Glass Group, Apex Aluminum Extrusions & Lorval Developments. Since we’re in the business of being exceptional, that means we’re always looking for exceptional people to join our team. Could you be one of them?

**Purpose**:
We are seeking an energetic and attentive Executive Assistant reporting to the President. As the Executive Assistant, you are self-motivated, solutions driven, and highly confidential. In this role, you will fulfill a diverse range of job duties including scheduling, call screening, personal errands, researching various projects, and miscellaneous office duties.

**Duties**:

- Manage executive calendar.
- Provide executive support to the President by undertaking a range of administrative tasks and projects, self-directed and directed.
- Prepare internal and external correspondence on behalf of the President.
- Maintaining Organizational Charts for the group of companies.
- Screen incoming mail and telephone communications. Ensure that all communication is handled in a timely and professional manner.
- Coordinate preparations of company training documents and presentations including compiling, editing, formatting, binding and distributing presentation materials.
- Assist in the coordination of tours and visits.
- Supervise and direct the Personal Assistant and Admin Assistant, including training monitoring performance and providing constructive feedback.
- Assist in the Human Resources Department with various tasks including on-boarding for leadership positions.
- Organizing and event planning including company sponsored learning sessions.
- You will be the point of contact for internal & external requests, assuming full ownership and maintenance of the calendar; scheduling, confirming, and negotiating for meeting space and relevant attendees.
- Set up, prepare agenda, and take meeting notes for strategic and leadership meetings.
- Arrange travel, from hotel and air booking to itinerary coordination and research into local transportation and activities for President and his leadership groups.
- Ensure sensitive documents are kept confidential.
- Prepare all documents and materials needed for travel.
- Other administrative and support duties as required
- Orders and organizes meals, stocks food and beverage inventory as required.
- Lead the philanthropic activities on behalf of the company.
- Plan and schedule the use and cleaning of company properties and vehicles.
- Manage building care takers and cleaners.

**Skills**:

- Proven years of previous experience providing support to senior executives
- Discreet and professional with the ability to manage highly confidential information
- Communication is key, clearly conveys thoughts, both written and verbally, listening attentively and asking questions for clarification and understanding
- Hold yourself and others accountable to meet commitments
- The ability to process detailed information effectively and consistently
- Priority Setting: focuses time/energy on the most important issues/opportunities. Clearly understand how to assess importance of tasks and decisions
- Flexible: willing to tackle different and varied tasks with various stakeholders as directed by the President
- Day-to-day tasks change constantly; the ability to flexibly adapt is necessary to succeed in this role.
- You will work independently, thrive by leveraging your resourcefulness, excel at being well-organized, and be able to follow through the completion of tasks without being prompted.

**Qualifications**:

- Five (5) or more years' experience in an Executive Assistant role for CEO or President.
- Diploma or Undergraduate Degree in Business Administration or related field preferred
- Professional demeanor and respect for confidentiality
- Strong communication skills and experience working with key internal and external stakeholders
- Ability to maintain a high level of accuracy with all tasks
- Proven track record of strong organization skills with great attention to detail
- Proven track record of superior multi-tasking, prioritizing and time management skills
- Pleasant and accommodating demeanor with a strong commitment to providing a high level of support
- Career-minded as position can continue into evenings and weekends when required

If you are a motivated individual with a passion for project coordination and a desire to contribute to exciting development projects, we encourage you to apply. Please submit your resume and cover letter detailing your relevant experience and qualifications. We look forward to welcoming you to our team

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

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