Executive Assistant and Administrative Support

Summary

Join a fast-paced Canadian construction company as an Executive Assistant & Administrative Support. This role provides comprehensive support to the C-level executives, managing schedules, emails, travel, and expense reports. You will also assist HR with onboarding, job descriptions, and performance reviews, handle office administration and IT support, and attend internal meetings. The position requires a minimum of 5 years of experience as an Executive Assistant, HR professional, or Travel Agent/Coordinator. This is a full-time, remote position working in the Pacific Time Zone and requires a quiet workspace with a high-quality internet connection.

Requirements

• A minimum of 5 years of work experience as an Executive Assistant, Human Resources or Travel Agent/Coordinator
• Effective communication (via phone, video calling and email) is critical to interact with project managers, clients, suppliers, and other stakeholders
• Strict organization and attention to detail
• The ability to work independently, plan effectively and to work proactively in advance to solve problems and explore multiple solutions on their own
• The ability to work effectively in a collaborative environment is important. They must be able to coordinate with other team members and contribute to the overall success of a project

Responsibilities

• Manage company’s CEO’s calendar, email and schedules promptly and thoroughly
• Read, triage and sort emails based on a predetermined set of rules
• Book his meetings and send follow up emails on behalf of the director team
• Proactively assess travel requirements and bookings for executive team
• Meet weekly with each of the Executive team to discuss priorities
• Compile and submit expense reports for company executives as required
• Perform administrative tasks for executive spouses as necessary (travel bookings, price comparisons, product research, etc)
• Track all active tasks, prioritize and follow up as necessary
• Answer company main phone and connect/forward messages and calls as necessary
• Screen unwanted phone calls as necessary (sales calls, scams, etc)
• Perform daily administrative support tasks including filing document transmission, preparing correspondence, reports and forms
• Assist with office administration tasks as needed
• Manage onboarding and offboarding process of all new employees and exiting employees. (Orientation presentation on company core values, managing assigned checklists, ensuring tasks are completed, and following up to confirm completion.)
• Manage updating and distribution of all position job descriptions with department managers
• Update performance review templates as necessary for department managers
• Manage company’s psychometric assessment program (Insight Discovery) for employees and potential hires. (This profile is completed through an external program. The new hire enrolls, coordinates, and integrates the completed profile. If the employee signs it, it becomes part of the onboarding process over several months, handled by HR.)
• Book affordable travel options for all company employees (flights, hotels, long term rentals, car rentals, etc) and present to employees in simple, understandable manner
• Manage employee handbook revisions, updates and distribution
• Event coordination – research venues, caterers, prizes, etc and create agendas for company client and staff events
• Manage company “funbucks” positive feedback program. Poll staff in meetings for their nominations, document and present back in following week
• Update departmental procedures, log and distribute as necessary
• Work with CFO and IT company to assist with any IT admin tasks
• Keep track of company’s assets such as laptops and other equipment
• Order computer supplies as needed
• Tracking software and subscriptions lists
• Other misc. Ad hoc IT projects as requested
• Virtually attend internal company meetings (weekly huddle, Friday happy hour, etc)

Benefits

• This is a full time, remote working position that works in Pacific Time Zone (PT)
• This position requires access to a quiet workspace with a high-quality internet connection for taking professional video calls and making phone calls during work hours