Executive Assistance to The Founder

6 months ago

Victoria, Canada 50th Parallel Public Relations Full time

**Job Title: Executive Assistance to the Founder**

50th Parallel Public Relations Inc. (50th Parallel) is looking for an energetic, organized and innovative Executive Assistant to join its team in Victoria.

**Position Objective**:This is an integral role for a solution-orientated and innovative individual who thrives on client and team successes. Reporting directly to the Founder and Managing Director - Naz Lauriault, and working collaboratively with the team of 50th Parallel, you will be Naz’s “right-hand person” who enables her to advance company initiatives and goals. You will ensure the office is well managed on all fronts and provide essential support to the Founder ensuring the business thrives by allowing Naz to focus on high-level leadership and strategy functions. A focus on living company values, providing exceptional client service and ensuring an efficient office is essential to this role.

**Raising your voices**. 50th Parallel PR is a full-service strategy and creative communications agency based in Victoria. We work with clients aligned with our values, including Indigenous organizations and communities, government and delegated agencies, thought leaders, not for profits and purpose-driven businesses. Our team is made up of passionate and intentional people who are driven by integrity and collaboration. We are proud that 50th Parallel is the first woman of colour-owned full-service public relations agency on Vancouver Island to attain B Corp status.

**Position Reports to**: Founder and Managing Director.

This is a one-year, 25+ hrs/week (4 days) role with an opportunity to lead into a permanent, full-time employee position. This position is located at our Victoria office.

**Working with the team at 50th Parallel Public Relations Inc., the Executive Assistant responsibilities will include**:

- Maintain continuity of work operations and procedures by liaising, documenting and communicating appropriate actions to the Founder; identifying irregularities; determining needs while contributing to the development and implementation of efficient office systems.
- Maximize the value of the Founder’s time through highly effective scheduling and calendar management.
- Answer and respond to phone calls.
- Draft, review and send communications on behalf of the Founder.
- Ensure the office of the Founder is well managed on all fronts, including office organization, invoicing, and document management.
- Support the client onboarding process by creating proposals/quotes, client service agreements and invoices.
- Provide support to the Founder in order for their day to progress without intermittence.
- Plan, coordinate and ensure Founder travel happens smoothly and successfully.
- Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.
- Maintain various records and documents for Founder and team.
- Provide basic bookkeeping such as review of expense claims and invoice preparation.
- Assist with sending calendar and Zoom invitations for the team as needed.

**Qualifications/ Attributes**
- 2 -4 year experience in a similar role.
- Works well both independently and collaboratively.
- Highly organized with outstanding communication skills, both verbal and written.
- Strong time management skills and an ability to prioritize key tasks
- Ability to multi-task and prioritize deliverables in an ever-changing environment.
- Adaptable to a fluid work environment.
- Strong collaborator with exceptional interpersonal skills who works well in a team environment.
- Highly motivated with a passion for innovation and drive to build better processes and improve efficiencies.
- A passion for client relations.
- A keen eye for detail.
- Strong time-management and organizational skills.
- Strong knowledge of Microsoft Office, especially Excel and PowerPoint.
- Strong work ethic, motivated, flexible and enthusiastic.
- A love for dogs (we are a dog-friendly office)

**Nice to Haves**:

- Experience in a Public Relations firm
- Understanding of current events.
- Understanding of the importance of culture and protocol when working with Indigenous communities

**The Perks**:

- Aspirational Workspace - Every detail is considered to connect to the energy of the culture.
- Dog-Friendly Office - Bring your best friend to work.
- Competitive Pay Packages - A commitment to performance-based pay increases and career progression.
- Health Benefits - Comprehensive health, vision and dental packages for eligible employees.

**Pay**: $33 to $38/hour (Salary Band 4)

**Our Culture and Vision**:
We respectfully acknowledge that our operations are on the traditional and ancestral unceded territory of the Lekwungen speaking, Songhees, Esquimalt and WSÁNEĆ peoples in Victoria.

We believe in our people and are building a company our team is proud to work for, which stands on values of open and honest communication, respect, passion, integrity and collaboration.

We value our team an

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