Highly Skilled Administrative Professional for Engineering Firm

5 hours ago

Burnaby, British Columbia, Canada Strata Engineering Full time
Strata Engineering: A Leading Engineering Consulting Firm

We are a dynamic and innovative engineering consulting firm specializing in building science, situated in Burnaby, BC. Our expertise encompasses building envelope, structural, and mechanical engineering.

About the Opportunity

This is an exceptional opportunity to join our team as an Executive Assistant/Marketing Coordinator. In this role, you will provide high-level administrative support to our President while managing key marketing functions to enhance client engagement and brand visibility.

Key Responsibilities - Executive Assistant
  • Scheduling and Calendar Management: Manage the President's calendar, scheduling appointments, meetings, and events with internal and external stakeholders.
  • Travel Arrangements: Coordinate travel arrangements, including booking flights, hotels, and transportation, and preparing detailed itineraries.
  • Scheduling Conflict Resolution: Anticipate and resolve scheduling conflicts, ensuring the President's time is used efficiently.
  • Executive Meetings: Organize and coordinate executive meetings, including preparing agendas, distributing materials, and taking minutes.
  • Action Item Tracking: Ensure follow-up on action items from meetings, tracking progress and deadlines.
  • Presentation Preparation: Assist in the preparation of presentations and reports for meetings and conferences.
  • Communication: Handle incoming and outgoing communications on behalf of the President, including emails, phone calls, and written correspondence.
  • Document Preparation: Draft, proofread, and edit documents, reports, and presentations for the President.
  • Point of Contact: Act as the primary point of contact for the President's office, maintaining professional and effective communication with clients, partners, and employees.
  • Research and Projects: Conduct research and compile information for special projects and reports as requested by the President.
  • Cross-Functional Support: Liaise with other departments to facilitate communication and coordination on cross-functional projects.
Key Responsibilities - Marketing Coordinator
  • Client Events: Plan, organize, and coordinated client and industry events, and provided on-site support as needed.
  • Event Logistics: Manage invitations, RSVPs, and event-related communications.
  • Client Engagement: Develop and execute strategies to enhance client relationships and engagement.
  • Client Database Management: Maintain and regularly update the client database, ensuring accuracy and completeness.
  • Contact Segmentation: Segment and organize contacts for targeted communications.
  • Email Campaigns: Design and send mass emails for various occasions (e.g., holiday greetings, announcements) using Mailchimp.
  • Email Performance Monitoring: Monitor email performance and optimize campaigns for engagement.
  • Marketing Materials Creation: Create marketing materials such as pamphlets, posters, surveys, presentations, and digital content promoting our services.
  • Client Visits: Visit clients' offices to promote our services, establish rapport, and maintain strong customer relationships.
  • Liaison: Act as a liaison between clients and internal teams to address client needs and gather feedback.
  • Marketing Initiatives: Assist with other marketing initiatives and campaigns as needed.
  • Market Trend Monitoring: Monitor market trends and competitor activities to support marketing strategies.
Qualifications and Skills
  • Education: 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.
  • Experience: 3+ years' experience as an Executive Assistant, preferably in an engineering/construction environment.
  • Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat.
  • Calendar Management Software: Experience with calendar management and scheduling software such as Microsoft Outlook.
  • Customer Relationship Management (CRM): Proficiency in using Insightly CRM or similar customer relationship management software.
  • Organizational Knowledge: Strong organizational and process-based knowledge, ensuring efficient and effective operations.
  • Language Proficiency: Professional English language proficiency and fluency in verbal and written communication.
  • Eligibility: Eligibility for employment within Canada.
  • Design Tools: Knowledge of design tools (Adobe Suite or Canva) for creating marketing materials.
  • Email Marketing Platforms: Proficiency in email marketing platforms, such as Mailchimp.
Salary and Benefits

The estimated salary for this role is $65,000 - $80,000 per year, depending on experience. We offer a competitive benefits package, flexible work arrangements, good work-life balance, and a supportive atmosphere.

If you are a highly skilled and motivated individual looking for a new challenge, please submit your resume and cover letter detailing your background, achievements, and why you believe this role aligns well with your skills and aspirations.

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