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Executive Assistant

Parq Vancouver, Vancouver, British Columbia, Canada Req #598
Thursday, July 11, 2019
Vancouver’s premiere entertainment destination invites guests to step into an environment of luxury, passage and discovery. Since making its grand entrance in 2017, Parq Vancouver has become an iconic city symbol, hosting international trailblazers, local legends, captains of industry, sports mavens, and adventurers of all kind. Ideally situated between the stylish neighbourhoods of Yaletown and Gastown, Parq Vancouver’s uniquely vertical multi-tower design occupies a boutique-scale footprint while its prestigious address offers a seamless connection to BC Place, Rogers Arena and the electric pulse of downtown and ideal for pre- and post-game celebrations. When journeys begin here, lasting memories are made.

OVERVIEW

The role of the Executive Administrative Assistant is to provide support to the President & CEO. This position will be responsible for travel arrangements, calendar management, typing correspondence, expense reporting, events planning and general administrative support.

DUTIES AND RESPONSIBILITIES
• Provide strong administrative and organizational support to the Chief Financial Officer; coordinate the agenda by scheduling meetings and appointments on a priority basis; produce and format correspondence, minutes and reports
• Coordinate and process purchase orders, expense claims, travel requests and invoices
• Communicate effectively with internal departments and with key external stakeholders
• Screen, assess and anticipate workload based on knowledge of the President’s, Corporate’s, and Department Head’s priorities
• Respond to verbal and written enquiries from internal and external stakeholders
• Receive and direct incoming calls; take actions on written materials, follow-up on action items; prioritize, respond and/or redirect all incoming emails and materials
• Address and monitor incoming correspondence and take independent action where appropriate in responding to, or redirecting requests; and provide quality control of all outgoing correspondence and documents
• Ensure maintenance of all official documents and files; establish procedures aimed at easy retrieval of information
• Coordinate the flow of information and any scheduling issues that may arise during the events
• Plan and book all travel, liaise with meeting counterparts, travel agency, hotels; ensure that supporting documentation is available for all meetings
• Responsible for providing professional and exceptional customer service in accordance with established company standards
• Act as a liaison for internal parties as well as external organizations and partners, including liaising with senior level executives
• Organize team and special events as required
• Other duties as assigned

QUALIFICATIONS AND EXPERIENCE
• Minimum of 4-6 years related administrative assistance experience with 3 years’ experience at an executive level
• College certificate or diploma in Office Administration, Business Administration or equivalent experience in a related field
• Adaptability, a high level of judgment, considerable initiative, and both skills and experience in managing issues, projects and people
• Ability to interface with all levels of management and employees; experience in dealing with external stakeholders at a senior level
• Demonstrated excellent capabilities in both written and oral communication (i.e. general correspondence, reports, actions plans, minutes and administrative policies and procedures); capabilities to prioritize workload and be attentive to details
• Ability to exercise discretion and professionalism in handling sensitive situations, and maintaining an appropriate level of confidentiality
• Possess a thorough working knowledge of MS Office applications used for word processing, spreadsheet and presentation creation (Outlook, Word, Excel and PowerPoint)
• Exceptional organizational skills, ability to work independently using initiative and judgment
• Able to adapt to changing priorities and manage multiple tasks
• Proven superior customer service experience
• Communication - must have excellent communication skills in English

CERTIFICATES AND/OR LICENSES REQUIREMENTS
•    Ability to obtain a valid GPEB License
•    Ability to complete all BCLC Certifications
•    Serving it Right Certification

PHYSICAL REQUIREMENTS
•    Able to lift, handle, and transport materials that are over 20lbs
•    Required to sit, stand and walk during working hours

Other details

  • Pay Type Salary
  • Parq Vancouver, Vancouver, British Columbia, Canada