Executive Assistant to The President

3 weeks ago

Vancouver, Canada Academy of Modern Art (AOMA) Full time

Academy of Modern Art (AOMA) is a reputable Vancouver-based after-school art education institution dedicated to transitioning art and design students to their post-secondary school of choice and strongly supports students’ personal development. Our core value is Passion | Creativity | Drive | Success.

We are looking for an experienced **Executive Assistant to the President **to join our growing team.This role is very fast-paced and multi-tasking with an entrepreneurial approach to the daily management of the business**.**

**What you will be responsible for**:

- Provide a bridge for smooth interaction between the President and the company’s stakeholders by managing the President’s professional and personal calendar for optimal efficiency
- Assist the President in all aspects of program and school development
- Efficiently handle and manage a wide variety of administrative tasks, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with team members and 3rd parties; composing and preparing correspondence; maintaining contact lists; and coordinating travel arrangements, etc.
- Present a professional, efficient front-line image to both internal and external clients
- Support President to follow-up on deadlines and commitments to ensure all business items are appropriately executed
- Schedule all meetings and manage/maintain a dynamic calendar of the President, team members, instructors, sponsors, etc.
- Report to the President for relevant issues taking place on the team and in the school by sharing relevant feedback
- Support the President on escalated customer service or employee issues as needed
- Assist in planning and executing events, such as workshops, marketing activities, trade shows as well as external conferences
- Identify areas for improvement, diagnose issues, and work to resolve them
- Draft and edit correspondence, reports, and presentations
- Manage and maintain confidential files and records
- Keep important information and documents organized physically and electronically
- Demonstrate organizational and event planning/execution skills with the ability to balance complex priorities and deadlines effectively
- Liaise with internal and external stakeholders, including clients, partners, vendors and etc.
- Respond to day-to-day inquiries and questions from prospective and existing students
- Track, record, and prioritize all items requiring action and ensure follow-up in a professional and timely manner
- Handle occasional personal arrangements and errands for teams
- Other inquiries from the management and customer service teams

**What you will bring**:

- A minimum of 2-3 years of working experience as an executive assistant or a related combination of experience and education, especially in the Education industry
- A Bachelor’s/College degree
- Exceptional attention to detail and organized
- Excellent communication and interpersonal skills
- Ability to effectively communicate both verbally and in writing in English and Mandarin is a must
- Proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint)
- Flexible team player, willing to adapt to changes and unafraid of challenges
- Time management
- Ability to learn quickly
- Ability to handle sensitive information with discretion
- Ability to work in a fast-paced environment
- Bookkeeping an asset: 1 year (preferred)

**Benefits**:

- Extended health care

Schedule:

- Monday to Friday
- Weekends as needed

Ability to commute/relocate:

- Vancouver, BC: reliably commute or plan to relocate before starting work (required)

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Bookkeeping an asset: 1 year (preferred)
- Administrative experience: 2 years (preferred)

**Language**:

- Mandarin verbal and writing (preferred)

Work Location: In person

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