Executive Assistant

2 weeks ago

Vancouver, Canada Intelligent City Full time

**Intelligent City** is an urban housing technology company that takes a product and platform-based approach to buildings. We combine exceptional design with mass timber construction, robotic manufacturing, and parametric software. Our mission is to build smarter and to empower people to live better. We create a new value paradigm for housing and workplace solutions that are more affordable, faster to build, consistently carbon neutral and socially resilient.

As
**Executive Assistant & Office Manager**, you will play a pivotal role in providing comprehensive administrative support to our CEO and other executives and ensure seamless operations across our organization.

You have superior organizational skills, exceptional communication abilities, and the ability to maintain confidentiality in handling sensitive information and keen attention to detail to manage information and calendars and act as a liaison between the CEO and internal/external stakeholders. You are resourceful and will use your coordination skills and expertise in office management to make travel arrangements, coordinate meetings and events and ensure we work in a well-organized environment.

This position reports to the CEO and works collaboratively with multiple individuals within our multi-disciplinary team.

**Number of positions**:1

**Location**:Vancouver, BC

**Work Hours**:Flexible work options are available

**Education & Qualifications, Required**:

- Post-secondary education is preferred.

**Skills & Experience, Required**:

- 5+ years of experience in providing comprehensive administrative support to executives, including managing calendars, scheduling meetings, handling travel arrangements, and preparing materials for meetings.
- Experience in planning and coordinating company events, meetings, or conferences.
- Previous experience in making travel arrangements.
- Understanding the importance of confidentiality, ethical standards, and data protection.
- Proficient in Microsoft Office software
- Flexible and able to adapt to changing priorities and handle unexpected situations.
- Flexibility to work at the manufacturing facility 4 to 5 days per month or as required.

**The Role & Responsibilities - Executive Support**:

- Provide comprehensive administrative support to the CEO, including managing calendars, scheduling meetings, coordinating travel arrangements, and preparing necessary materials.
- Act as a liaison between the CEO and internal/external stakeholders, maintaining effective communication and handling inquiries promptly and professionally.
- Conduct research, compile reports, and prepare presentations as requested by the CEO.
- Collaborate with other C-level executives to ensure efficient coordination and support across the executive team.
- Assist with scheduling meetings, preparing agendas, and taking accurate minutes during executive-level meetings.
- Coordinate with department heads and executive team members to facilitate effective communication and timely decision-making.
- Provide administrative support, including preparing documents, coordinating projects, and managing special initiatives.

**The Role & Responsibilities - Office & Administrative Management**:

- Oversee general office operations and ensure a well-organized and functional work environment.
- Manage office supplies, equipment, and inventory, placing orders and coordinating maintenance and repairs as necessary.
- Maintain an inventory of office technology, including computers, printers, and software licenses.
- Provide support with event (office activities, events, meetings, conferences) logistics, including venue selection, catering arrangements, audiovisual setup, and coordination with vendors.
- Research, plan, and book domestic and international travel arrangements, including itineraries for executives and employees, flights, accommodations, transportation, and visas if required.
- Collaborate with building management and external vendors to address facilities-related issues.
- Assist with setting up and troubleshooting audiovisual equipment for meetings and presentations.
- Support various administrative tasks, such as drafting and proofreading correspondence, preparing reports, and maintaining files and records.
- Assist in the preparation of financial documents, including expense reports.
- Maintain confidentiality of sensitive information and handle it with discretion.
- Participate in continuous improvement initiatives, including identifying opportunities to streamline processes, improve quality, and reduce waste.
- Complete other duties as we may request which are consistent with your abilities and responsibilities.

**What you bring to the role**:

- Team Work
- Communication Skills
- Attention to detail
- Initiative
- Time Management
- Organization
- Discretion & Confidentiality
- Problem-Solving

**Physical Demands**:

- Extended periods sitting at a desk, with long periods of computer use.
- Repetitive motions, using a keyboard an

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