EXECUTIVE ASSISTANT
POSITION STATUS: Closed
LOCATION: Kelowna, BC
Our Kelowna client, a leader in their industry, is looking to add an experienced Executive Assistant to their professional and busy team. The Executive Assistant will provide support to the President/CEO, as well as, the Managing Director. The Executive Assistant serves as the primary point of contact for internal and external contacts on all matters pertaining to the office of the President/CEO and the Managing Director.
The individual must enjoy working within a growing entrepreneurial environment that are result-driven and community-oriented. The ideal individual will have experience in composing legal contracts, leases, purchase agreements and possess the ability to exercise good judgment in a variety of situations, with constant follow-up.
The candidate will have strong written and verbal communication skills, is highly organized, able to multi-task, and exercise sound judgement in a variety of situation with follow-up. The individual will have the ability to effectively prioritize workflow, work independently on projects, work well under pressure to meet deadlines, and be professional, and handle confidential matters with much discretion.
Responsibilities:
· Completes a broad variety of administrative tasks (business and personal) for the President/CEO including managing calendars, composing and preparing correspondence, travel, itineraries and agendas, personal tasks, and other duties as assigned.
· Completes tasks as assigned, managing calendars, and make travel arrangements as needed for the Managing Director.
· Plans, coordinates and ensures the President/CEO and Managing Director’s schedules are followed and communicates any follow-ups.
· Drafting and composing legal contracts, corporate filing, leases and purchase agreements.
· Compiles and organizes documents for legal proceedings.
· Assists the Director of Finance in areas as required.
· Coordinating meetings externally and internally.
· Plans, coordinates and ensures that the President/CEO’s personal schedule is followed, along with personal administration, personal affairs, and all travel itineraries, including monitoring travel points and credits, and travel documentation.
· Prepare and/or edit letters and memos.
· Track various trademark progress to completion.
· Process incoming mail, outgoing mail, attend to credit card statements, memberships, insurance, newspapers, and magazines.
· Researching as assigned prioritizes and follows up on upcoming issues and concerns.
· Scheduling deadlines and managing timelines to follow-up.
· Prioritizes conflicting needs expediently and proactively with follow-through to completion.
· Attend a quarterly board meeting to produce minutes.
· Ensuring the President/CEO and Managing Director’s office is neat and tidy.
· Assisting other departments as required.
· Covering reception phones and basic administration.
Requirements:
· Strong work ethic; able to work productively, confidentially with minimum supervision, cooperatively and collaboratively in a team environment.
· Business Administration Diploma or equivalent is an asset.
· Legal Assistant Diploma an asset.
· 5+ years’ experience supporting the Executive level.
· 5+ years’ corporate and real estate legal experience an asset.
· Familiar with BC Online and Land Titles office.
· Strong computer skills including MS Office (Word, Excel, Power Point).
· Excellent writing skills.
· Ability to follow oral and written instructions efficiently.
· Strong travel arrangement experience.
· Excellent attention to quality and detail.
If you are interested in applying for this position, please email resume with salary expectations. We thank all those who express interest in this opportunity however only those short-listed will be contacted.
