Executive Assistant

  • Location: Vancouver
  • Posting Date: June 14, 2022
  • Job Order ID: 877216
  • Consultant: Eric Floyd
  • Industry: Office Admin
MacDonald Search Group is proud to partner with our client, a major player in the logistics industry in their search for an Executive Assistant to the President/General Manager. Our client has been in business for 50+ years and now has over 800 employees locally and is part of a worldwide organization with with 17,000+ employees. They remain true to their roots as a family run organization and have a reputation as a great place to build a career!

The Executive Assistant will be responsible for a broad range of administrative duties. Reporting to the President of the BC Division, the ideal candidate will be a highly motivated individual with strong business acumen, strong attention to detail and previous experience providing senior-level support. Candidates must have the ability to interact professionally while maintaining confidentiality. The ability to work independently and prioritize in a fast-paced changing environment is crucial.

What you will be doing:
  • Provide administrative support to the President and 4 Directors for the BC division
  • Coordinate full-scope meetings and large events for over 800 employees (Town Halls, Annual Celebrations, Family Day etc.)
  • Manage various internal calendars
  • Coordinate travel plans for leadership
  • Approve and submit time cards for the leadership team
  • Direct communication with employees internally and externally
  • Support and direct various committees (Community Sharing, Annual Celebration, Upgrowth Collective)
  • Draft and edit emails, announcements, minutes, and presentations
  • Prepare and submit expense reports on behalf of the senior leadership team
  • Establish and maintain strong working relationships with internal and external customers
  • Maintain confidentiality and discretion
  • Coordinate and arrange meetings, including preparing agendas and creating presentations/supporting documents, reserving facilities, and manage corresponding budgets
  • Act as a resource center for a variety of processes and systems (company programs, expenses, policies)
Who you are:
  • Excellent communication skills, both verbal and written
  • The ability to work confidentially and independently
  • Ability to prioritize tasks in high energy environment
  • Ability to solve problems under pressure and provide creative solutions when necessary
  • Negotiation experience with external vendors
  • Goal oriented, motivated self-starter with excellent organizational skills and ability to handle multiple tasks
  • Be able to work within tight time demands
  • Special event planning/hospitality experience
  • A strong knowledge of Google Suite
  • Knowledge of UKG/Kronos, Concur and Ariba software is preferred
  • Minimal local travel may be required
  • Relevant education and three to five years’ prior experience in mid-to senior-level administration, business, management, or related field preferred
Interested candidates are asked to submit their resumes ASAP!