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P&C Admin + Executive Assistant

2 weeks ago

Vancouver, Canada Theory and Practice Full time

**P&C Admin + Executive Assistant**

**About the job**

Theory+Practice is a fast growing Data Science and AI Company focused on doing impactful work that not only makes our client’s lives better but changes the way we think about the problems we solve. On a high level we provide advanced data analytics, practical implementation of behavioral economic methodology, big data and bespoke AI/ML solutions.

We are looking for someone with an entrepreneurial mindset who will thrive in a fast-growing company with great people who are working on the most difficult problems we can find. You should be a person whose organization skills leave others in awe, great communicator, and able to switch priorities while running at speed. We are looking for someone who can be both a deft Executive Assistant and an Ambassador for People and Culture as a Human Resources Administrator.

**Executive Assistant Responsibilities**

**Has the following skills and qualities**:

- Extreme attention to detail.
- Outstanding listening and recollection skills.
- Computer savvy.
- Organized (is unable to stand the thought of things falling through the cracks).
- Excellent interpersonal, written, and oral communication skills.
- Ability to exercise good judgment, be very proactive and provide outside-the-box solutions.
- Ability to adapt, prioritize and be flexible.
- Exceptional follow-through (as mentioned above in the “organized” section)
- Strives to improve and grow within the position: has the ability to take responsibility in difficult situations, self-assess and seek productive feedback.
- A sense of humor and love working with people who are always in a hurry.

**People and Culture Administrator Responsibilities**

**Recruitment**:

- Can manage and improve key systems (systems thinker).
- Create job descriptions.
- Act as an ambassador for our brand (be the face of the company in first-round interviews).

**Onboarding**:

- Surprise and delight new employees, craft a 9/10 process for new employees with clear expectations for the first few weeks, good day agendas.
- Create and ship onboarding packages.

**Training**:

- Help building great training systems and processes.
- Work with departmental leads to build out training materials, testing, etc.

**Admin / Project Management**:

- Can herd the cats (get people to do stuff).
- Keep things organized.

**Other Responsibilities**:

- Office management
- Liaise with building manager when needed.
- Ensure office is supplied with daily needs such as coffee / tea.
- Check mail.
- Receiving packages.
- Ensure that we are set up for any events, meetings, company gatherings, client visits etc.
- Plan events and gathers:

- Ensure timely information gets to where it needs to go.
- Ensure spaces and places are arranged and ready.
- Facilitate logistics, day off, when required.
- Ensure guests are well looked after.

**The Actual Job**:

- Understand who key contacts are and ensure timely communication.
- Scheduling everything, from meetings to events (calendar ninja who functions in multiple time zones).
- Communicate on behalf of the executive team.
- Book flights, cars and hotels.
- Attend meetings, take, transcribe and distribute notes.
- Assist with or manage the executive paperwork flow, this can be from expense reports, government programs requirements, business presentations etc.
- Assist with projects tracking (if there is a roadblock on a project which needs to be escalated), project documentation tracking, and in general help ensure that nothing goes off the tracks.
- Keep in touch with all key contacts.

**Qualifications**:

- Bachelor's degree in Human Resources, Business admin, or relevant field.
- 2 years' experience in a human resources role.
- Project management experience, very organized.
- Excellent interpersonal skills, relationship builder.
- Strong organizational skills with the ability to multitask.
- A positive can-do attitude.
- Demonstrated ability to work well in a closely-knit team.
- Experience creating, implementing, and maintaining core HR policies.
- Experience with creating and maintaining an onboarding program.
- Experience with HR software is an asset.

**If you are interested in joining a scaling business where you’ll be part of a high performing team with lots of potential for career growth, get in touch with us.