Executive Assistant

1 week ago

Vancouver, Canada Anaconda Systems Ltd. Full time

Interested in working at an emerging firm in an emerging market? Are you well organized and a great communicator and listener? Do you have an interest in corporate environmental stewardship? Come join our team.

Winner of the 2016 New Ventures BC Competition and 2012 Kitsilano Chamber of Commerce New Business Award, we are Anaconda Systems Ltd. A local, rapidly-growing, organics processing service provider dedicated to helping our clients become the best possible environmental stewards in their industries.

**The Opportunity**:
We are seeking an Executive Assistant for our Founder and CEO.

This individual has the ability to demonstrate a standard of excellence, enjoys challenges, and is results-driven. The incumbent must also be highly motivated and demonstrate the ability to use their own initiative and manage time effectively.

**Responsibilities**:
Document Preparation & Management:

- Formats and edits letters, memos, reports and presentations
- Analyze information and prepare regular, well-written reports for the CEO
- Uses independent judgment to compose general, non-technical business documents
- Is privy to, and must protect confidential materials
- Follows an organized filing/document management process for electronic and paper documents

Time and Calendar Management:

- Establishes a systematic method for self and others to track time commitments and the completion of tasks based on clients' preferences
- Independently manages multiple calendars by scheduling appointments, anticipating needs, changes and rearranging meetings as appropriate

Coordination:

- Coordinates and makes arrangements for on-site and off-site meetings and events including logistics (e.g., communication, location, meals, equipment, materials, RSVPs, and travel)
- Documents, distributes and archives meeting minutes
- Coordinate company wide efforts, initiatives, and communications

Travel Planning:

- Coordinates cost-effective and sometimes complex domestic and international travel arrangements and itineraries for individuals and groups

Client Relationship Management:

- Regularly meets with clients serving executives to obtain a strong understanding of their needs
- Develops and maintains relationships with internal and external clients to understand the business and client needs

Technical Assistance:

- Helps to organize and manage the company cloud server

Other duties as required

**Qualifications**:

- Minimum 5 years related experience in an administrative role/environment preferred
- Post-secondary education (preferred)
- Proficient in Word, Excel, PowerPoint, with an aptitude to learn standard firm software and other relevant applicants and technical/office equipment at an intermediate level
- General understanding of financial principles as it relates to the billing of chargeable time
- Proven ability to differentiate when to take action independently or to partner as a team
- Ability to multi-task and meet multiple and/or unexpected deadlines in a demanding environment
- Demonstrates sound judgment regarding confidential and sensitive matters

**Salary**: $50,000.00-$65,000.00 per year

**Benefits**:

- Casual dress
- Dental care
- Extended health care
- Paid time off

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

COVID-19 considerations:
At all sites, we have hand sanitizer and mask provided daily at entry stations. Where in-person activities are required, we are also practicing social distancing. We include these safety practice reminders frequently.

Work Location: One location

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