Executive Assistant

Position Summary

Established in 1973, Teekay is one of the world’s largest and leading marine energy transportation companies and a vital link in the global energy supply chain. We bring energy where it is needed - anywhere in the world - to power the global economy and to improve people’s lives. We are seeking an experienced Executive assistant to provide executive and administrative support for the Chief Financial Officer, the Chief Information Officer, and other senior personnel in the Finance & Accounting (F&A) and Information Technology (IT) departments. The Executive Assistant will also support the financial management of the IT department.

Major Responsibilities
- **Finance & Accounting Administration**_
- Manages, proof-reads, and posts Quarterly Board of Directors Meeting materials.
- Organizes Quarterly Earnings Calls.
- Prepares general correspondence, memoranda, agendas and meeting minutes, including confidential and sensitive material.
- **IT Administration & Financial Management**_
- Assists with budgeting and IT cost management reporting. Provides monthly tracking of IT vendor spending in accordance with annual maintenance contracts. Provides cost analysis, including oversight of the IT allocation cost model.
- Processes vendor billings and new vendor banking information setup.
- Manages all IT invoice accounting coding and approval of invoices.
- Assist in the compilation, preparation, maintenance, and distribution of IT monthly reports, KPI report, balanced scorecard, procedures and documentation.
- Creates and maintains the monthly IT On-Call schedules.
- Assist in managing and tracking project risk register and issues log, as well as manage IT outages.
- Assist with updating and managing IT and Project SharePoint sites.
- Maintain and update departmental files, filing system, and vendor/supplier correspondence and files.
- Organizes Vessel Systems Support global conferences and annual strategy sessions.
- **General Administration**_
- Schedules appointments/meetings and manage individuals’ and team’s calendars working with global time zones.
- Manages and prepares expense reports for the CFO, CIO, and other senior personnel. Ensures corporate credit card expenses are managed in accordance with the Company’s policy guideline.
- Plans and organizes department meetings, lunch events, and team building events.
- Provides ad-hoc support as required by management or departmental teams.

Requirements, Knowledge, Skills
- Minimum 3 years of previous experience in an administrative/clerical role in an office setting.
- Strong written and verbal communication skills.
- Strong interpersonal skills.
- Intermediate/advance user of Microsoft 365 (i.e. Word, Excel, PowerPoint, SharePoint and Outlook). Proficient with more advanced Excel functions such as data analysis, graphs, pivot tables, etc.
- Strong organization, time management, multitasking skills, with a focus on meeting deadlines.
- Able to handle confidential matters in a discreet manner.
- Displays initiative, professionalism, accuracy and flexibility.
- Able to work well both independently as well as a team member.
- Willing to take on additional responsibilities.
- Ability to work in a hybrid environment

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

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Life insurance

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Vancouver, BC: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Vancouver, BC