Admin & Executive Assistant

We are looking for passionate individuals with a talent for fostering relationships with both internal and external stakeholders to join us as an Admin & Executive Assistant.

The Admin & Executive Assistant provides high-level administrative support to the Executive Team and provides comprehensive administrative and clerical support to ensure the smooth and efficient operation of the multiple business units within the Foreseeson group. This role supports senior management, coordinates office activities, and facilitates communication across departments/ business divisions. This role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

RESPONSIBILITIES:

Administrative Tasks:

• Perform day-to-day administrative duties.
• Acts as a key point of contact for internal and external stakeholders regarding the administrative tasks.
• Oversee general office operations, including supplies, maintenance, and vendor coordination.
• Reception duties, including answering phone calls and relaying messages.
• Assist with scheduling meetings, preparing agendas, taking minutes, and following up on action items.
• Assist with internal communication and posting of HR notices or company updates.
• Assist the HR and marketing teams in organizing and delivering employee engagement initiatives, HR, and corporate events/ meetings.
• Monitor the condition of office infrastructure, including but not limited to buildings, parking facilities, HVAC system, electricity, water, and other office utilities.
• Maintain the facility's cleanliness, including the meeting room, reception area, lunch room, and other common areas.
• Monitor and maintain office equipment and coordinate service requests as needed.
• Act as a member of the company's Joint Health & Safety Committee (JHSC) and attend monthly meetings.
• Maintain safety records, training logs, and support compliance with workplace health and safety requirements.
• Prepare periodic administrative and operational reports for management review.

Executive Assistant Tasks:

• Provide direct administrative support to the president & CEO, General Managers, and senior leadership team.
• Prepare and edit correspondence, reports, summaries, presentations, and other documents for management review.
• Prepare agendas and materials, compile and transcribe minutes, distribute information for senior management, and follow-up on items that are managed seamlessly.
• Conduct market research, product surveys, and prepare analytical reports, board decks, and briefing materials.
• Conduct technology and vendor surveys, contact potential suppliers/ vendors, and establish effective communication to support organizational needs.
• Serve as the primary liaison between executives and internal/external stakeholders with professionalism and discretion.
• May work occasionally on special projects and other tasks assigned in the future.

QUALIFICATIONS:

• Bachelor's degree, or Higher Diploma, preferably with a focus on Business Administration, Office Management, Executive Assistant, or related field.
• Minimum 2 years of experience in an administrative or executive support role, preferably in a manufacturing and/ or distribution service environment.
• Strong proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Proficient in MS Project/ Scheduler and project management tools.
• Excellent verbal and written communication skills in English.
• Multilingual abilities are an asset.
• Strong reporting and documentation skills with attention to accuracy and detail.
• Excellent organizational and time management skills with the ability to handle multiple priorities.
• Self-motivated, strong business acumen, with the ability to work with minimum supervision.
• Ability to work independently and as part of a team in a fast-paced environment.

Job Types: Full-time, Permanent

Pay: $55,000.00 per year

Benefits:

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

Ability to commute/relocate:

• Richmond, BC V6V 2C5: reliably commute or plan to relocate before starting work (required)

Experience:

• Administrative/ Executive Support : 2 years (required)

Work Location: In person