Executive Assistant to President

2 weeks ago

Burnaby, British Columbia, Canada Strata Engineering Full time

About Strata Engineering

Strata Engineering is a leading engineering consulting firm specializing in building science. Our expertise encompasses building envelope, structural, and mechanical engineering. We provide meticulous building condition assessments, inspections, and reviews, ensuring effective solutions for our clients.

Our Core Values

We uphold the highest standards of ethics, treating our clients and colleagues with respect, continuously striving for improvement, maintaining professionalism, and fostering a healthy work-life balance. Our corporate culture is rooted in teamwork, collaboration, and fun, creating an environment where our employees feel valued, motivated, and empowered.

The Opportunity

We are seeking an Executive Assistant to support the President at our Burnaby office. This role requires exceptional organizational skills, the ability to multitask, and the capability to work in a fast-paced environment.

Key Responsibilities

  • Manage the President's calendar, scheduling appointments, meetings, and events with internal and external stakeholders.
  • Coordinate travel arrangements, including booking flights, hotels, and transportation, and preparing detailed itineraries.
  • Anticipate and resolve scheduling conflicts, ensuring the President's time is used efficiently.
  • Organize and coordinate executive meetings, including preparing agendas, distributing materials, and taking minutes.
  • Ensure follow-up on action items from meetings, tracking progress and deadlines.
  • Assist in the preparation of presentations and reports for meetings and conferences.
  • Handle incoming and outgoing communications on behalf of the President, including emails, phone calls, and written correspondence.
  • Draft, proofread, and edit documents, reports, and presentations for the President.
  • Act as the primary point of contact for the President's office, maintaining professional and effective communication with clients, partners, and employees.
  • Conduct research and compile information for special projects and reports as requested by the President.
  • Assist in organizing client meetings and industry events, providing on-site support as needed.
  • Manage invitations, RSVPs, and event-related communications.
  • Support the President in various strategic initiatives and special projects, ensuring timely and efficient completion.
  • Liaise with other departments to facilitate communication and coordination on cross-functional projects.
  • Provide administrative support to other executives as needed, ensuring a collaborative and cohesive executive team.

Qualifications

  • Bachelor's Degree or other formal education with a focus on business administration or related field. Background in architecture, engineering, building science, or construction is an asset.
  • 3+ years' experience as an Executive Assistant, preferably in an engineering/construction environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat.
  • Experience with calendar management and scheduling software such as Microsoft Outlook.
  • Proficiency in using Insightly CRM or similar customer relationship management software.
  • Strong organizational and process-based knowledge, ensuring efficient and effective operations.
  • Ability to quickly learn and adapt to new software systems and tools used within the firm.
  • Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
  • Strong attention to detail and accuracy in all work performed.
  • Experience in communicating and managing stakeholder expectations.
  • Ability to anticipate needs and proactively identify solutions to potential issues.
  • Resourcefulness in finding information and resolving problems independently.
  • Willingness to ask questions and seek clarification when needed.
  • Professional English language proficiency and fluent in verbal and written communication.
  • Eligibility for employment within Canada.

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