Executive Assistant - Langley, Canada - VITRUM INDUSTRIES LTD
Description
Who we are:
Have you been searching for an energetic, dynamic and fun company to call home? Look no further Lorval Capital Management located in Langley, BC proudly representing the following companies: Vitrum Glass Group, Apex Aluminum Extrusions & Lorval Developments.
Since we're in the business of being exceptional, that means we're always looking for exceptional people to join our team.
Could you be one of them?Purpose:
We are seeking an energetic and attentive Executive Assistant reporting to the President. As the Executive Assistant, you are self-motivated, solutions driven, and highly confidential.
In this role, you will fulfill a diverse range of job duties including scheduling, call screening, personal errands, researching various projects, and miscellaneous office duties.
Duties:
- Manage executive calendar.
- Provide executive support to the President by undertaking a range of administrative tasks and projects, selfdirected and directed.
- Prepare internal and external correspondence on behalf of the President.
- Maintaining Organizational Charts for the group of companies.
- Screen incoming mail and telephone communications. Ensure that all communication is handled in a timely and professional manner.
- Coordinate preparations of company training documents and presentations including compiling, editing, formatting, binding and distributing presentation materials.
- Assist in the coordination of tours and visits.
- Supervise and direct the Personal Assistant and Admin Assistant, including training monitoring performance and providing constructive feedback.
- Assist in the Human Resources Department with various tasks including onboarding for leadership positions.
- Organizing and event planning including company sponsored learning sessions.
- You will be the point of contact for internal & external requests, assuming full ownership and maintenance of the calendar; scheduling, confirming, and negotiating for meeting space and relevant attendees.
- Set up, prepare agenda, and take meeting notes for strategic and leadership meetings.
- Arrange travel, from hotel and air booking to itinerary coordination and research into local transportation and activities for President and his leadership groups.
- Ensure sensitive documents are kept confidential.
- Prepare all documents and materials needed for travel.
- Other administrative and support duties as required
- Orders and organizes meals, stocks food and beverage inventory as required.
- Lead the philanthropic activities on behalf of the company.
- Plan and schedule the use and cleaning of company properties and vehicles.
- Manage building care takers and cleaners.
Skills:
- Proven years of previous experience providing support to senior executives
- Discreet and professional with the ability to manage highly confidential information
- Communication is key, clearly conveys thoughts, both written and verbally, listening attentively and asking questions for clarification and understanding
- Hold yourself and others accountable to meet commitments
- The ability to process detailed information effectively and consistently
- Priority Setting: focuses time/energy on the most important issues/opportunities. Clearly understand how to assess importance of tasks and decisions
- Flexible: willing to tackle different and varied tasks with various stakeholders as directed by the President
- Daytoday tasks change constantly; the ability to flexibly adapt is necessary to succeed in this role.
- You will work independently, thrive by leveraging your resourcefulness, excel at being wellorganized, and be able to follow through the completion of tasks without being prompted.
Qualifications:
- Five (5) or more years' experience in an Executive Assistant role for CEO or President.
- Diploma or Undergraduate Degree in Business Administration or related field preferred
- Professional demeanor and respect for confidentiality
- Strong communication skills and experience working with key internal and external stakeholders
- Ability to maintain a high level of accuracy with all tasks
- Proven track record of strong organization skills with great attention to detail
- Proven track record of superior multitasking, prioritizing and time management skills
- Pleasant and accommodating demeanor with a strong commitment to providing a high level of support
- Careerminded as position can continue into evenings and weekends when required
If you are a motivated individual with a passion for project coordination and a desire to contribute to exciting development projects, we encourage you to apply.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
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