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Executive Assistant to The CEO and Office

4 months ago

Vancouver, Canada Circle Wellness Full time

**Responsibilities**:

- Provide comprehensive administrative support to the CEO, including managing schedules, coordinating meetings, and handling correspondence.
- Act as the primary point of contact between the CEO and internal/external stakeholders, demonstrating professionalism and discretion in all interactions.
- Prepare and edit documents, presentations, and reports for executive review.
- Coordinate travel arrangements and accommodations for the CEO, including itinerary planning and expense reporting.
- Manage office supplies, equipment, and facilities, ensuring efficient utilization and procurement as needed.
- Oversee administrative tasks such as mail distribution, filing systems, and record-keeping to maintain organization and accessibility of information.
- Assist with HR-related tasks such as onboarding new employees, managing personnel records, and coordinating company events.
- Handle financial administrative duties, including invoice processing, expense tracking, and budget management.
- Compile and summarize market research to support strategic decision-making and business development initiatives.
- Input and manage data using various software and tools, ensuring accuracy and integrity of information.
- Take comprehensive meeting notes during executive meetings, capturing action items and key discussion points for follow-up.
- Provide task management support for the leadership team, assisting in prioritizing tasks and ensuring deadlines are met.
- Assist in writing content for promotional materials, including but not limited to, website copy, marketing collateral, and social media posts.
- Coordinate with contractors and external vendors as needed, facilitating communication and ensuring project deliverables are met on time and within budget.
- Organize and maintain content libraries and databases, ensuring easy access and retrieval of information for internal stakeholders.
- Support special projects and initiatives as assigned by the CEO, demonstrating flexibility and adaptability to changing priorities.

Qualifications:

- Proven experience (3-5 years) as an Executive Assistant or similar role.
- Excellent organizational skills with a keen attention to detail, the ability to prioritize tasks effectively, and excellent follow up with internal and external stakeholders to ensure tasks are completed in a timely manner.
- Exceptional communication and interpersonal skills, with the ability to interact professionally with individuals at all levels of the organization.
- Demonstrated discretion and confidentiality in handling sensitive information and matters.
- Ability to work independently with mínimal supervision and as part of a collaborative team.
- Flexibility to adapt to changing priorities and deadlines in a fast-paced environment.
- Previous experience in office administration or facilities management is a plus.
- Must live in Vancouver, have a valid driver’s license, access to a vehicle, and be available to work full-time

**Benefits**:

- Competitive salary commensurate with experience
- Employee health & wellness plan
- Complimentary spa circuit sessions
- Professional development opportunities
- Dynamic and inclusive company culture with opportunities for growth

**Salary**: $60,000.00-$75,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Dental care
- Discounted or free food
- Flexible schedule
- Wellness program

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: Hybrid remote in Vancouver, BC V6H 3R9

Expected start date: 2024-05-01