Executive Assistant, 14-month Contract - Vancouver, Canada - Hootsuite

Hootsuite

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

We're looking for an Executive Assistant to support our Vice President, Global New Business.

You'll be working as an integral member of the Sales organization to help both the leadership and the team to do more, in the most efficient and effective way possible While working remotely or in a hybrid work arrangement, a blend of virtual (in accordance with Hootsuite's distributed workforce strategy), and in Hootsuite's Vancouver office, you will report to the Vice President, Global New Business.

WHAT YOU'LL DO:

Executive Management
Work behindthescenes in order to ensure the smooth flow of the Leader's activities and support the demands of a highenergy leadership team. 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.
Calendar management
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
Meeting Management & Coordination:
Set up, prepare agenda and take meeting notes for team and leadership meetings
Coordinate with leadership and project leads on monthly All Hands meetings, including relevant tech needs, briefing materials and presentations.
Assist with on and offsite team meetings and quarterly business reviews, arranging space and catering needs and other ad hoc requests.
Travel Management:
Arrange domestic and international travel, from hotel and air booking to itinerary coordination and research into local transportation and activities.
Prepare all documents and materials needed for travel and coordinate with the PR manager on speaking engagements & conference attendance as required.
Special Event &

Project Management:

Coordinating team celebrations as needed
Assisting with Onboarding of new hires and transition during team changes
Prepare internal team communications getting input from primary stakeholders
Expenses & Invoicing:
File and track expense reports through the Certify program ensuring detailed accuracy and coding.
Code and submit incoming invoices and follow up with Accounts Payable to ensure timely payment and budget reconciliation
Other administrative and support duties as required

WHAT YOU'LL NEED

Proven years of previous experience providing support to multiple senior executives
Confident character to liaise with senior stakeholders, both internally and externally
Experience of diary management across multiple time zones
Experience using Google suite of tools including G-Mail, Google Docs, Calendars, Hangouts
Discreet and professional with the ability to manage highly confidential information
Open Communication: clearly conveys thoughts, both written and verbally, listening attentively and asking questions for clarification and understanding
Accountability: holds self and others accountable to meet commitments
Attention To Detail: The ability to process detailed information effectively and consistently
Collaboration and Teamwork: works with others to deliver results, meaningfully contributing to the team and prioritizing group needs over individual needs
Commitment to Results: consistently achieves results, demonstrating high performance, and challenging self and others to deliver results
Interpersonal Savvy: relates openly and comfortably with diverse groups of people
Priority Setting: focuses time/energy on the most important issues/opportunities. Clearly understand how to assess importance of tasks and decisions
Problem Solving: uses an organized and logical approach to find solutions to complex problems. Looks beyond the obvious to understand the root cause of problems
Process/

Project Management:
skilled at figuring out and managing the processes and timelines necessary to get work accomplished

Flexible: willing to tackle different and varied tasks with various stakeholders

WHO YOU ARE:

Tenacious. You are determined to succeed, and you are motivated by the success of customers, colleagues and the community.
Curious. You are always learning and seeking ways to make things better.
Conscientious. You keep your promises, taking your commitments to others seriously, and you have strong integrity.
Humble. You lead with humility and empathy, respecting and learning from the perspectives of others.

In all we do, our six guiding principles light the way:

Step Up**:
Show the world what it looks like to live and work by these guiding principles. #StepUp

One Team:

Make Hootsuite a place where everyone feels safe, welcome, valued, and empowered to do their best work without compromising who they are.

#OneTeam #FreeToBeMe

Customer Obsessed:
Focus relentlessly on helping our customers succeed. #CustomerObsess