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Executive Assistant and Office Administrator

2 weeks ago

Richmond, Canada Teldon Full time

**Teldon Media Group (Teldon)** was established in 1969 in Vancouver, BC and our history is firmly rooted in the production of personalized promotional wall calendars - our innovative design and outstanding quality redefined the industry standard and is now the keystone of the company’s growth. With over 50 years of industry-leading expertise, Teldon works with many Fortune 500 companies and individuals throughout North America to help businesses connect with their clients, agents, dealers, and prospects.

**Position Overview**:
The **Executive Assistant and Office Administrato**r plays a pivotal role in our organization, providing comprehensive administrative support to the President and Senior Leadership Team while ensuring the efficient functioning of our office. This role is responsible for managing executive schedules, coordinating travel arrangements, facilitating meetings, and spearheading event planning efforts.

If you're someone who thrives in the fast-paced world of multitasking, showcasing your exceptional organizational skills and effective communication, and diving into the nitty-gritty details, then this is the opportunity for you.

**Duties and Responsibilities**:

- Provide high-level administrative support to the President, including calendar management, meeting scheduling, and management of personal appointments and tasks
- Coordinate travel itineraries, accommodations, and transportation for executives, senior leadership team, and other staff, ensuring seamless travel experiences
- Organize internal and external meetings, overseeing logístical arrangements such as room setup, technology needs, and catering
- Proactively anticipate and prioritize the needs of the executive team, providing necessary resources and materials for meetings and presentations
- Assist in preparing, distributing, and maintaining agendas, meeting materials, and accurate meeting minutes, ensuring follow-up on action items
- Draft, edit, and finalize correspondence, reports, presentations, and other documents for executives and the senior leadership team
- Conduct research and compile data to support decision-making processes and report preparation
- Organize company events, including office functions, team-building activities, holiday parties, and executive retreats, managing logístical details, budgets, and deadlines
- Collaborate closely with internal and external stakeholders to plan and execute events, ensuring all arrangements are meticulously organized
- Manage general office administration tasks for both the head office and manufacturing locations, including managing supplies, mail handling, and coordination of deliveries
- Liaise with building management and vendors to maintain facilities and look for opportunities to improve efficiencies, including reviewing contracts, and receiving quotes
- Work closely with the Office Coordinator to ensure the efficient completion of all administrative tasks
- Maintain a high degree of discretion and confidentiality in all activities
- Complete additional related duties as assigned by leadership

**Required Skills and Experience**:

- 2+ years of proven experience as an Executive Assistant or similar role is required, preferably supporting C-level executives
- Advanced proficiency in MS Office suite (Outlook, Word, Excel, and Powerpoint)
- Exceptional organizational and time management skills, with the ability to prioritize effectively and meet deadlines
- Strong attention to detail and problem-solving abilities, ensuring accuracy and quality in all activities
- Exceptional verbal and written communication skills in English
- Flexibility to adapt to changing priorities and work under pressure in a fast-paced environment
- Excellent interpersonal skills with the ability to build relationships with both internal and external stakeholders
- Demonstrated ability to maintain professionalism, confidentiality and handle sensitive information with discretion
- Proactive and self-motivated with a commitment to delivering high-quality results
- Valid BC Class 5 driver’s license with clean abstract and consistent access to a vehicle

**What We Offer**:

- A competitive compensation package
- Extended benefits package (including medical, dental, and paramedical coverage), from day one, with no waiting period
- Annual Health Spending Account
- Employer matching RRSP program
- 3 weeks of vacation per year to start
- Monday to Friday schedule
- Onsite gym and access to a personal trainer
- Free onsite parking
- A vibrant company culture and lively office environment that values both work and play

Salary Range: The salary range for this position starts from $55,000 per annum and will be commensurate with applicable experience and skill level.

**Job Types**: Full-time, Permanent

**Salary**: From $55,000.00 per year

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Paid time off
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