We are looking for a talented and proactive Executive Assistant to partner with our admin team to provide key administrative support for our senior executive team and organization.
Reporting to the Senior Executive Assistant, you'll support our team of executives, project managers, and administrative support staff while ensuring accountability and confidentiality. The ability to exercise sound judgement and juggle priorities are a must, as are superior organizational and coordination skills. As we are a small office, we look to all of our team members to roll up their sleeves and take on whatever tasks are necessary to get the job done right.
This full-time position requires a technically skilled, poised, confident, and efficient person who shows initiative. This is an in-office role, 5 days per week, at our Vancouver head office.
What you will be doing:
- Materials Preparation – Correspondence, communications, reports, spreadsheets, presentations, and general document preparation, editing and polishing.
- Intranet content maintenance – Assist with updates and design/layout of the content on RLG's intranet (SharePoint) site including internal announcements and news updates.
- Calendar Management – Skillfully prioritize appointments, coordinate with multiple parties, and expertly handle conflicting schedules, including intricate travel planning with considerations for time zones, travel times, and energy levels.
- Operational Initiatives – Facilitate seamless communication among diverse teams, attend and record notes during internal meetings chaired by the Leadership team, assist in preparing meeting materials, and lend support in planning high-level meetings and events.
- Growth Initiatives – Play a pivotal role in Business Development efforts in supporting the Leadership team by forging connections with key client contacts, drafting and sending professional emails on behalf of Leadership team, updating our client database (MS Dynamics), and conducting essential research.
- Administrative Support – Demonstrate efficiency in coordinating travel arrangements, manage corporate credit cards and expense reporting, maintain accurate records and files, organize company-wide and team events, and assist in the creation of insightful reports and materials.
- Event Planning Support – Assist the administration team and planning committees on various company events (such as regional workshops, annual award events, etc.).
- Team Player – Exemplify exceptional teamwork by extending support to various Business Units, offer backup assistance within the Administration team when needed, collaborate on projects and events with the Global Support team, and swiftly adapting to shifting priorities.
- Confidentiality – Uphold the highest level of discretion and professionalism when handling sensitive and private information related to the company, employees, and clients.
Candidates should have:
- Minimum of 5 years' experience providing administrative support to Executives.
- Strong project coordination experience
- Exceptional computer skills encompassing MS Office (Outlook, Teams, SharePoint, Word, PowerPoint and Excel).
- Possess a polished, professional communication style with exceptional writing skills.
- Strong interpersonal skills and adept at building strong rapport with stakeholders.
- Intuitive and highly organized, demonstrating meticulous attention to detail.
- Embrace a team player mentality, fostering collaboration and cooperation.
- Proficient in multitasking, adeptly managing priorities, and meeting deadlines with minimal supervision.
- A delightful sense of humor that adds to a positive work environment.
- Capable of reacting swiftly while maintaining composure under pressure.
- Familiarity with Concur, MS Dynamics and InDesign would be advantageous.
- Keen interest and familiarity with social media platforms.
- Flexibility to accommodate occasional early meetings.
- A willingness to travel occasionally; a valid passport is required.
Why RLG?
RLG has an entrepreneurial drive which presents an exceptional opportunity to learn and develop as a leader. This is the chance to leave your mark. With a fresh pair of eyes, you can really help our organization raise the bar in development and ongoing improvement in the employee experience.
- Balanced work model – this is an office-based role with some flexibility to accommodate needs for occasional remote workdays.
- Comprehensive Health plan - includes a health and lifestyle spending account (company contribution of CAD $2000(single) and CAD $3000(family) available to you from your first day.
- Rest Time is Important – 3 weeks' vacation (which increases after 5 years) plus 6 paid sick days each year.
- Future Planning – Immediate RRSP matching available to you on your first day.
- Fresh and bright new office for your in-office days – fully stocked kitchen and lots of social lunches to have fun and connect with your colleagues!
In the interest of providing a safe workplace for all our employees, RLG requires successful candidates to be vaccinated against COVID-19. As we are an international company, vaccinations may be potentially required for travel. We will do our best to accommodate those who are unable to be vaccinated.