Executive Assistant

2 weeks ago

Vancouver, Canada Envisio Full time

Envisio is one of Western Canada's fastest-growing software companies, recently named as a Top 10 International GovTech company. We believe that trusted public agencies create thriving communities and we help our customers to build trust by partnering with them to make their vision a reality and their performance transparent.This is achieved through comprehensive software and services that aligns people with plans, projects and performance.

**The Role**

This position holds overall administrative responsibility for the company and reports to the CEO with dotted line responsibility to an executive team of 6. You will be the first point of assistance to our leadership team, and you'll be supported by a close-knit, highly collaborative organization that wants you to succeed. We are looking for a self-starter with a passion for driving results.

**Key Responsibilities**:

- Administration_
- Manage and coordinate the executive team's calendars, including scheduling meetings, appointments, and travel arrangements.
- Serve as a liaison between the executive team, internal departments, and external stakeholders.
- Assist in the planning and organization of company events which include the company retreat, lunch and learns, management meetings, and other virtual or in-person events.
- Manage all company travel requests and bookings.
- Conduct research, compile data, and prepare reports as needed to support executive decision-making.
- Maintain confidentiality and discretion when handling sensitive information.
- Draft and edit documents, internal memoranda, and general communication.
- Manage the Envisio office space, including leases, leasehold improvements, office moves and office supplies.
- Prepare agendas, presentations, and materials for meetings and Town Hall presentations, ensuring all necessary information is provided in advance.
- Attend meetings, take minutes, and distribute meeting notes and action items to relevant stakeholders.
- Legal_
- Assist with board management tasks, such as coordinating board meetings, preparing meeting agendas, and organizing board materials.
- Maintain corporate records, including board meeting minutes, resolutions, and official documents.
- Update corporate records through coordinating renewals, annual filings, and administering the employee stock option plan.
- Review legal agreements, contracts, and documents, ensuring compliance with company policies and legal requirements.
- Financial_
- Administer virtual credit cards, including issuing cards, tracking expenses, and reconciling transactions.
- Collaborate with the finance team on Accounts Receivable (AR) and Accounts Payable (AP) processes when needed.
- Prepare and submit expense reports on behalf of the executive team.

**Experience and Education**.
- At least 5 years proven experience as an executive assistant or similar role
- Exceptional organizational skills and high attention to detail
- Ability to juggle multiple priorities with ease
- Outstanding communication skills, both written and verbal
- Proficiency in Google Workspace

In addition to a competitive salary along with employee stock options, you'll be based in our downtown Vancouver office or work from home if that is where you are most productive.

**Benefits**
- Extended health, dental and vision care
- 4 weeks vacation & paid time off
- Stock options

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