Executive Assistant

1 week ago

hybrid Vancouver BC Canada fulltime July Open Roles Full time
Modes is a digital transformation and organizational design collective working with Financial Services Industry clients throughout North America. We help our clients plan, design and launch human-centered experiences that cater to their users' needs and deliver elegant solutions to their toughest challenges. Our team works with great technologies and unique projects with great clients. We constantly seek top talent to join our growing team and support our clients with innovative solutions. We have an Executive Assistant position open to help us manage our admin and HR operations. If you are interested in the opportunity, and Modes sounds like a fit, then go ahead and hit that APPLY BUTTON.
Responsibilities:
Executive Assistance
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO's style and organization policy. 
  • Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports. 
  • Manage all aspects of the organization's office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the organization's operation. 
  • Manage information systems operations, including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. 
HR Administration 
  • Works closely with VP of HR and provides day-to-day HR support as required 
  • Assists HR VP with creating, modifying and managing job posting through HRIS and on recruitment sites 
  • Assists during the recruitment process by coordinating communication with candidates and scheduling interviews 
  • Processes new appointments, reappointments, leaves and terminations and maintains employee's vacation and away calendar 
  • Support payroll department with validating vacations, and time off for team members
  • Compiles statistics and prepares private and sensitive reports on upcoming hiring, performance management and terminations. 
  • Supports preparation, implementation and supports compliance with company policies  
  • Answers questions from employees and support managers with general benefits and policies matters 
  • Supports creating and tracking of HRIS system to keep track of employees work and tasks they need to complete 
  • Tracking employees' vacations, sick days and their use of vacation and sick days 
  • Manages and arranges delivery of employees' home office equipment and manages equipment inventory in HRIS 
  Accounting Support  
  • Generating invoices and submitting them to our clients 
  • Documenting SOW, Proposals and ensuring invoices follow the schedule 
  • Cataloguing and managing operational payables, for example: insurance, company registration, etc. 
  • Oversees the approval of department expenses, including the review of employee's expense claims for accuracy and adherence to policy. Documenting company expenses like: education and certifications 
General Administration 
  • Coordinates and helps arrange company functions and special events such as scouting and booking venues, audiovisual equipment and catering; prepares and distributes event announcements and ensures that preparations are completed 
  • Coordinates and supports consultants and partners with the training course and workshop event planning 
  • Performs other related duties as necessary 
  • Liaison between IT support and employees 
   What we are looking for: 
  • 2+ years of experience in a similar role.
  • Executive support experience, including supporting C-level executives.
  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
  • Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
  • Strong verbal and written communication skills.
  • Exceptional organizational skills and impeccable attention to detail.
  • A high degree of professionalism in dealing with diverse groups of people, including senior executives, staff, community leaders, and partners.
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Excellent judgment is essential.
  • Ability to switch gears at a moment's notice.

What We Offer:
  • Competitive Salary
  • Generous vacation policy
  • Remote Work support
  • A supportive work environment
  • Enhanced Personal Health Benefits Plan
  • And more

About Us: Established in 2020, Modes is a forward-thinking consultancy dedicated to enabling digital and data solutions in the Financial Services industry. We aim to deliver exceptional solutions that address our customers' challenges and surpass their expectations. At the core of our firm is our commitments to People Development and Customer Success. We endeavour to create career opportunities for professionals that drive significant business impact. We encourage internal growth and professional development by building on existing strengths and continually investing in skill enhancement. With an balance of top-tier technical and business expertise, we align ourselves with our client's business objectives, delivering innovative and scalable solutions relevant to their context. Our mission at Modes is dual-pronged: to be problem solvers and relationship builders. We strive to create enduring solutions and opportunities, driving success for our team, customers, and community and shaping a prosperous future for future generations. We aspire to be the ecosystem's most reliable, influential, and inspirational consultant. As professionals, we are committed to our objectives but also believe in the importance of enjoying the journey. Fun and giving back to the community are integral aspects of our corporate culture. At Modes, we offer an inspiring work environment that our people love, underpinned by open and transparent communication. Welcome to Modes, where work is as enjoyable as it is impactful

  • Executive Assistant

    5 days ago

    TORONTO, Ontario, Canada . full-time . March , Chiesi Canada Full time

    IntroductionChiesi Group is a research-focused international Group, able to develop and commercialize innovative pharmaceutical solutions to improve the quality of human life. We wish to maintain a high-quality entrepreneurial team characterized by self-confidence and a collaborative spirit.  Chiesi is the largest global pharmaceutical group to be awarded...

  • Executive Assistant

    3 days ago

    Winnipeg, Manitoba, Canada . full-time . November , YFC Winnipeg Full time

    Youth for Christ Winnipeg is looking for a highly organized and proactive Executive Assistant to provide administrative and strategic support to the Executive Director. Located at 333 King St, the Youth for Christ Winnipeg office is home to ministries that reach thousands of young people each year. Ministries operate throughout Manitoba as well as in the...

  • Executive & Personal Assistant

    2 days ago

    Calgary, Alberta, Canada . full-time . January , Elevated HR Full time

    Calgary, AB – Full Time – In Office About the Role Superior Lodging is seeking an experienced Executive & Personal Assistant (EA/PA) to support the CEO and private family office. This is a senior, trusted role that functions as an extension of the CEO's office day-to-day, while also supporting a defined layer of business operations under the direction...

  • Executive Assistant to the President

    2 weeks ago

    Skidegate, Haida Gwaii, Canada . full-time . November , Council of the Haida Nation Full time

    The Executive Assistant to the President plans and coordinates all office administrative duties in support of the President and Vice-President and aid in all aspects of planning and delivery of all day to day functions of the CHN Executive. The EA creates and manages information systems, tracks documentation, creates and tracks action items, and assists with...

  • Executive Assistant/Office Coordinator

    3 weeks ago

    Vancouver, BC, Canada Vancouver Coastal Health Full time €63,620 - €91,440

    Salary DetailsThe salary range for this position is CAD $31.81/Hr. - CAD $45.72/Hr. Job Summary Come work as an Executive Assistant/Office Coordinator with Vancouver Coastal Health (VCH)! Reporting to the Vice President (VP) of Strategy, Innovation and Planetary Health, the Executive Assistant/ Office Coordinator provides confidential executive and...

  • Executive Assistant/Office Coordinator

    3 weeks ago

    Vancouver, BC, Canada Vancouver Coastal Health Full time €63,620 - €91,440

    Salary DetailsThe salary range for this position is CAD $31.81/Hr. - CAD $45.72/Hr. Job Summary Come work as an Executive Assistant/Office Coordinator with Vancouver Coastal Health (VCH)! Reporting to the Vice President (VP) of Strategy, Innovation and Planetary Health, the Executive Assistant/ Office Coordinator provides confidential executive and...

  • Executive Assistant/Office Coordinator

    3 weeks ago

    Vancouver, BC, Canada Vancouver Coastal Health Full time

    Description JOB SUMMARY:Reporting to the Vice President (VP) of strategy, innovation, and planetary health, the Executive Assistant/ Office Coordinator provides confidential executive and administrative support to a member of the Vancouver Coastal Health (VCH) Senior Executive Team (SET). The position coordinates the administrative support functions and flow...

  • Executive Assistant/Office Coordinator

    3 weeks ago

    Vancouver, BC, Canada Vancouver Coastal Health Full time

    Description JOB SUMMARY:Reporting to the Vice President (VP) of strategy, innovation, and planetary health, the Executive Assistant/ Office Coordinator provides confidential executive and administrative support to a member of the Vancouver Coastal Health (VCH) Senior Executive Team (SET). The position coordinates the administrative support functions and flow...

  • Executive Assistant

    3 weeks ago

    Vancouver, Canada Moving2Canada.com Full time

    Amazing opportunity to support a reputable Executive in one of Vancouver’s most highly sought-after companies to work for! Who — the company:A local Vancouver success story with global operations and an impeccable reputation is seeking a motivated and dynamic Executive Assistant. It’s a fast-paced, high energy and rewarding environment. What — the...

  • Executive Assistant

    2 weeks ago

    Vancouver, BC VA A, Canada AMC Telecom, LLC Full time

    Senior Executive AssistantCompany: AMC TelecomGroup IncCompany address: Seymour St, Vancouver, BC, V6B 0L1NOC Code: 12100Job Duties:Establish and coordinate administrative policies and procedures for boards of directors, multiple committees, and managers.Draft, prepare, and proofread incoming and outgoing submissions and reports to ensure high-quality...