Executive Assistant

2 months ago

Vancouver, Canada BC Pavco Full time

Our vision is to be the global leader in outstanding venues and events with a mandate to generate economic and community benefit for the people of British Columbia through prudent management of public facilities.

At BC Pavilion Corporation (PavCo), we work to create unforgettable moments, world-class experiences and stronger connections to community, industry and culture.
PavCo is the owner and operator of two of Canada’s premier venues for events, BC Place Stadium and the Vancouver Convention Centre. We are hiring an Executive Assistant to provide support to PavCo’s Chief Operating Officer (COO).
As Executive Assistant to the Chief Operating Officer, you will take on a key supporting role with a high level of responsibility and impact. You will be responsible for ensuring the smooth running of the office. We are looking for someone who is outrageously well organised, genuinely loves problem solving (how can the COO actually be in three places at once?) and enjoys working with people. First and foremost, we want someone to have real enthusiasm for the role and an interest in our organization.

**WHAT YOU WILL DO**:

- Manage COO’s priorities and deadlines with exceptional organization skills and calendar management, including scheduling and organizing multi-party meetings
- Manage appointments, phone calls and general inquiries
- Plan and coordinate internal and external meeting invitations and meeting logistics
- Draft and prepare correspondence, reports and presentations, including proof-reading and editing
- Assist with preparation for meetings, events & projects
- Monitor project progress, track key milestones and provide regular updates
- Record, issue and track minutes of meetings as necessary
- Coordinate travel arrangements as required and complete appropriate documentation, approvals forms, and reconciliation of expenses
- Develop and maintain strategies to cultivate relationships with key contacts including existing and prospective clients, stakeholders, and industry partners
- Develop and maintain a liaison with suppliers and contractors; provide informational support.
- Assist with special events, such as staff meetings, and other project work
- Work closely with other Executive Assistants to coordinate daily activities, events, and meetings
- Liaise with the other departments as necessary for joint projects, ongoing communication and sharing of information and resources
- Share reception duties including couriers and mail with other administrative professionals in office
- Working independently with a high level of professionalism, confidentiality, judgment and discretion

**WHAT YOU WILL BRING**:

- Excellent interpersonal skills to build relationships with internal and external stakeholders
- Ideally, a minimum level of education required is a Diploma in Business, Hospitality, or Event Management
- Minimum three years’ experience of relevant work experience supporting senior level executives. A combination of education and experience will be considered
- Excellent communication skills at all levels, both written and verbal
- Able to produce high quality documentation and presentations.
- Able to work autonomously and use your own initiative and make good judgement decisions.
- Discreet and able to handle highly confidential and sensitive information
- Excellent IT skills
- Proven self-starter who thrives in a fast-paced and challenging environment with shifting priorities; ability to handle deadlines
- Flexibility in regards to work tasks, as well as working hours in order to meet the demand of competing schedules and fluctuating pace of daily activities
- Working knowledge of the Ungerboeck Event Business Management Systems (EBMS) or a general central reservations system is an asset

**WHAT WE OFFER**:

- Hybrid model (For eligible positions)
- Competitive salary
- Excellent benefits and a strong government pension plan
- Interesting projects
- Supportive team
- Career growth

**HOW TO APPLY**:
At PavCo, we are an Equal Employment Opportunity employer that values the strength that diversity brings to the workplace. All qualified applicants, regardless of race, colour, religion, gender, sexual orientation, marital status, gender identity or expression, national origin, genetics, age, disability status, protected veteran status, or any other characteristic protected by applicable law, are strongly encouraged to apply.

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