Executive Assistant

Executive Assistant

Vernon, BC

Role Description

The Executive Assistant role is to increase organizational efficiency by providing coordination, customer service, relationship management and administrative support at the executive level. The role draws upon practical and specialist knowledge of business support processes and procedures in order to respond to internal and external customers and provide timely delivery of task-oriented, transactional, reporting and processing services with confidentiality, discretion and politically sensitive judgment.

Core Responsibilities

Sr. Management Team Support

• Provides support to senior leadership team members by attending the appropriate meetings, creating meeting agendas, handling the preparation of minutes and establishment of deadlines for action and ensure work is completed according to deadlines to ensure strategic objectives are being met.
• Effectively manage multiple senior leaders' calendars and travel logistics, including schedules, mail, booking flights and accommodations, preparing detailed itineraries, and other day-to-day responsibilities.
• Coordinates, prepares, and gathers information to assist in the preparation of reports, presentations, business documents, and status reports, including following up with the appropriate individuals.
• Works with travel department to book flights, accommodations, meals (as requested) for business purposes, maintain details in schedule and create travel detail packages prior to trips
• Support the senior leadership team with meetings, training, conventions and various other tasks as required
• Manage COUPA expense process for senior leaders and their teams
• Prepares and codes invoices, expense reports for senior leaders

Administration

• Develops and maintains sensitive, diplomatic and strong working relationships with internal and external customers to provide solutions to complex issues, prioritizing and managing responses and negotiating and managing timelines and expectations
• Responsible for administrative support including but not limited to: Processes incoming correspondence, handling inquiries, coding purchase requisitions, direct forms for signature and processing, drafting and editing legal documentation, etc.
• Provide support for purchases/replacements of cell phones & computer equipment for the senior leaders and their teams
• Coordinate information for various newsletters or communications
• Special duties as required, including the handling of confidential and non-routine information

Additional Requirements

• Organize and coordinate off-site functions, including meetings, training, conventions or other functions. Coordinate speaker requirements, meeting agenda, requirements for hotel, travel, meeting rooms, meal and catering, entertainment and other
• Organize individual or group training and follow up with appropriate communication.
• Actively participates as a member of the Executive Assistant team and takes a leadership role to support corporate initiatives, policies and procedures by ensuring they are appropriately communicated
• Provides professional back up for Executive Assistants when required

Work Experience

• 5 + years' experience in a senior administrative position

Knowledge, Skills and Abilities

• Demonstrated advanced experience with Microsoft Software Suite (e.g., Word, Excel, Publisher, Outlook, PowerPoint etc.)
• Demonstrated experience booking and coordinating travel for executives and large groups
• High standards of ethics and confidentiality to handle sensitive information
• Demonstrates a strong initiative, judgment and the flexibility to thrive in a fast-paced and ever-changing environment; ability to multi-task and manage multiple projects simultaneously.
• Possesses strong project management skills with the ability to multi-task and manage multiple projects simultaneously while working under limited supervision
• Excellent interpersonal, written and verbal communication skills
• Work with frequent interruptions and meet deadlines while under pressure

Education

• An Executive Administrative diploma / certificate, or equivalent combination of education and experience

Special Requirements

• Flexible working hours
• Overtime when required
• Occasional travel

What We Offer 

• The target salary range for this position is $67,090 to $77,110 per year based on experience.
• Comprehensive medical and dental benefits
• Employee Assistance Program
• A group RRSP/DPSP matching program
• Discount on tires and mechanical services
• Positive work culture, opportunities for growth and development, and work-life balance.
• Opportunities for professional development, such as training programs, mentorship, and tuition reimbursement.

Kal Tire uses AI tools to support parts of recruitment, including but not limited to job posting and pre-screening. All interviews and hiring decisions are being made by Kal Tire's hiring managers and recruiters. 

Kal Tire is committed to fostering a workplace where everyone feels valued, included, and empowered to thrive. We embrace diverse perspectives and welcome applications from all backgrounds and experiences. If your qualifications align with the role, we'll connect with you to guide you through the next steps. Candidates considered for the role must be legally eligible to work for any employer in Canada. A Canadian Criminal Record Check may be required for certain positions as part of the final stages of the hiring process.