Executive Assistant

4 weeks ago

Burnaby, Canada Vitacore Industries Full time

**About Vitacore**:
Vitacore Industries has always had protection of our healthcare workers and the planet in mind when innovating the best of technology to everything we do. Founded in 2020 at the start of the pandemic, Vitacore’s team of scientists, engineers, and business leaders set out on a mission to help frontline healthcare workers stay safe. Taking care of our beautiful planet, and the environmental impacts of everything we create and is a guiding principle from inception to product launch. Vitacore has recently launched partnerships with several hospitals and businesses across Canada with its recycling program to reduce single-use plastic waste. As Vitacore rapidly expands into new product lines and markets, we are looking for talented individuals to join our team to help create a larger impact in healthcare, recycling and more.

Discover a career that’s challenging, supportive and inspiring. Where a “People First” culture driven by excellence helps you not only meet and exceed your goals, but also create new ones. We focus on creating a diverse and inclusive culture, encouraging individual expression in the workplace and thrive on the innovative ideas this generates. Your leadership will shape the future of our organization.

**About the Role**:
A shared reporting structure between several of the Senior Executives, our Executive Assistant (EA) provides executive-level support through a variety of duties. This person serves as a primary point of contact for internal and external stakeholders. The EA organizes and coordinates executive outreach and external relations efforts overseeing special projects. Professional demeanor, next level organizational and time management skills will ensure that the results-driven and dynamic Executive functions in our organization are supported. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This role will have the ability to work independently on projects, from conception to completion, and must be able to work under time pressures at times to handle a wide variety of activities and confidential matters with discretion.

**Responsibilities include**:

- Manage the Executives’ calendar, including providing daily briefings, scheduling meetings, and preparing agendas;
- Act as a Vitacore's ambassador, welcoming guests and out of town partners/clients;
- Oversee and screen all incoming and outgoing communications, including phone calls, reports, and internal correspondence;
- Prepare and distribute presentations, as required;
- Diligently completes all aspects of deliverables with a hands-on approach, including drafting memos, correspondence, meeting minutes and other communications;
- Adhere to compliance with applicable rules and regulations regarding executive matters, including advance distribution of materials before meetings in electronic/paper format, as required;
- Arrange travel, accommodations and prepare itineraries for the executives as required;
- Lead or support event management including employee or charity events and conferences;
- Conduct research, prepare reports on various topics based on the needs of the Executives;
- Draft Executive budget and code invoices and expense reports for approval;
- Maintain organized and up to date hard and soft copy filing system;
- Support the Executives with personal errands as required;
- Manages emerging matters expeditiously, proactively and follows through on tasks to successful completion;
- Maintain the highest degree of professionalism, discretion, and confidentiality;
- Other duties as required.

**Skills and Qualifications**:

- Associate or bachelor’s degree in an area such as business administration, communications, or a related field;
- A minimum of 5 years’ successful experience in EA role, preferably in a multi-national manufacturing company;
- Strong proficiency with Microsoft Suite
- Advanced professional verbal and written communication skills;
- Professional interpersonal skills and the ability to build trusted relationships with Executive, Directors, employees and other stakeholders;
- Demonstrated advanced time management skills, ability to work in a fast-paced environment, often with tight deadlines;
- Strong organizational skills and exceptional attention to detail;
- Proactive with ability to anticipate executive needs;
- Ability to handle sensitive information with discretion;
- Maturity, accountability with the ability to learn quickly; and
- Additional language skills in French is considered an asset.

**EXECUTIVE ASSISTANT**”. We look forward to hearing from you soon

**About Vitacore Industries**:
Vitacore Industries Inc. manufactures personal protective equipment for Canadian frontline workers, available on demand. Our facility houses state-of-the-art equipment

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