Executive Assistant - Vancouver, Canada - Aquilini Group

Description

Position:
Executive Assistant


Department:
Aquilini Executive Office


SUMMARY:

The Executive Assistant will provide professional level support to a Senior Executive at the Aquilini Group.

The incumbent plans, organizes and coordinates a wide range of executive support and project management functions, ensuring efficient and smooth business operations in a challenging and fast paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

(other duties may be assigned, as required)

• Provide executive and personal assistance to the senior executive including but not limited to monthly expense management, accounts payable
• Manages the executive calendar (i.e. booking meetings, making reservations, scheduling appointments etc.)
• Assist with planning and execution of personal projects and/or charitable and social events and initiatives, as directed by the Executive
• Prioritize work by considering its risk, importance, urgency, and potential business, organizational, or client implications
• Manage and maintain complex tracking systems for various business & personal assets
• Manage relationships with clients, other divisions of the company, and key stakeholders
• Organize ticket and executive suite requirements for events at Rogers Arena
• Coordinate and arrange complex travel arrangements, as required
• Review and control incoming and outgoing time sensitive and confidential communications, and follow up on commitments
• Compose and prepare internal/external correspondence in addition to maintaining, answering and routing correspondence
• Be alert for any issues with quality, confidentiality or risk, and notify appropriate individuals when such issues arise
• Maintain an effective database of key contacts and integrity of highly confidential files
• Maintain an effective followup system to ensure all issues are handled in an appropriate manner
• Screen calls and receive visitors, including VIPs
• Oversee all IT issues ensuring laptops and cell phones are meeting business needs
• Handle last minute issues which could arise off hours
• Work alongside the Personal Assistant to ensure all facets of the executive's personal and business needs are handled seamlessly
• Handle ad hoc errands (e.g. deliveries, IT repairs, purchasing gifts etc.), as required
• Assist with other special projects or requests

REQUIRED EXPERIENCE AND QUALIFICATIONS:

• Minimum 5+ years' experience as a seasoned Executive Assistant to a senior level executive
• Highly organized, meticulous and extremely detail oriented with a knack to efficiently prioritize duties
• Demonstrated ability to "wow" at every turn
• Mature with the ability to naturally remain calm during stressful periods while remaining focused on the tasks at hand.
• Professional personal presentation and excellent verbal communication skills and telephone etiquette
• The ability to effectively communicate and relate professionally to all levels of staff, guests, clients and VIP's with a high level of maturity, diplomacy, and a positive demeanor
• A natural aptitude to predict and address potential issues before they arise
• A high level of confidentiality, discretion, loyalty and respect as well as a natural 'can do' mindset.
• Selfdirected, with the ability to work independently and deliver quality work and presentation.
• Must be available outside regular office hours to handle issues as they arise
• Knowledge of fine art collections is an asset but not required
• Strong computer literacy with experience in MS Office programs
• Related Post-Secondary education
• Valid Driver's license is required.