Executive Assistant

**Executive Assistant**:
Reporting to the Chief Program Officer, the Executive Assistant provides administrative support to the CPO, Planning, SCM & PMO departments to ensure smooth office and administrative operations. Coordinates the planning and implementation of the senior leaders activities and projects in order to support the attainment of the office’s strategic objectives while maintaining the highest standard of quality. Responsibilities include organizing meetings, coordinating correspondence and communications, managing schedules, arranging travel and preparation of documents and reports.

**Duties and Accountabilities**
- Provide administrative support for the CPO’s department, as well as the Executive Support
- Coordinates the planning and implementation of the CPO office’s operational activities. Ensure that the office operates optimally by developing and implementing procedures, processes and work tools that align with the office’s strategic objectives, orientations and priorities in order to provide senior management with a standardized and high-quality support service.
- Manages senior leaders schedules; schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings. Maintains updated lists of members, and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents & files, and follows up on decisions.
- Supports senior management in planning and implementing priority and strategic projects. Leads the planning and implementation of high-level administrative activities and projects.
- Work on complex administrative processes and databases to develop and test administrative procedures to ensure they are fully in line with organizational needs.
- Arrange venues, equipment, catering, accommodation, and travel for participants arriving from various locations to ensure the smooth running of medium scale event
- Partners with facilities to support ad-hoc requests which could include floor plan updates, reporting, and planning
- Ad-hoc administrative support for other departments including training, supporting, and partnering with other administrators within the VSY and regions across Seaspan
- Support in ensuring our people have the right quality and quantity of supplies to do their jobs
- Warmly and proactively welcome employees and guests, while addressing any office inquiries and managing meeting room logistics

**Qualification Requirements**
- Completion of a diploma or degree in business administration or business related field
- 7-10 years Executive Assistant experience in a corporate office environment assisting senior level executives.
- Advanced level proficiency with Microsoft PowerPoint, Word, Excel, and Outlook, internet functions (including the use of search engines to research information)
- Corporate governance experience (taking minutes and resolutions in meetings/board meetings; corporate records and document management; knowledge of contracting authorities and protocols for signing legal and banking documents, etc.)

**Skills, Knowledge and Competencies**
- Excellent written, verbal and interpersonal communication skills.
- Embraces the importance of responsiveness and availability.
- Highly organized with strong multi-tasking skills and the ability to prioritize, organize multiple concurrent assignments and meet deadlines.
- Ability to work effectively under pressure in a fast-paced environment.
- Advanced knowledge of and technical dexterity with Microsoft Office products and office-related technology.
- Easily works under mínimal direction with broad guidelines.
- Ability to maintain discretion and confidentiality at all times.
- Solid understanding of office procedures and operational standard methodologies.
- Resourceful and flexible. Willing and able to take initiative when needed.
- A professional that possess a positive attitude.