Executive Assistant and Administrative Support- Work-from-home - #34214

This is a great opportunity for an experienced Executive Assistant & Administrative Support to join a fast-paced Canadian construction company made up of fun and intelligent people working together in a progressive workplace.

Company Profile:

Our client specializes in steel building construction: design, supply, install, maintenance/upgrades and general contracting services.

Overall purpose and responsibilities of the role:

The Executive Assistant and Administrative Support role assists in managing the C-level (CEO, COO and CFO) schedule, emails, and meetings, while coordinating travel and handling expense reports etc.. It supports HR with onboarding, job descriptions, performance reviews, and psychometric assessments etc.. Additional tasks include office administration, IT admin support, and attending internal meetings.

Duties and Responsibilities:

Executive Support Role:

• 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.

Office Administration Role:

• 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.

Human Resources (HR) Role: (This is more on supporting and Admin tasks)

• 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.

Information Technology (IT) Role: (This is more on supporting and Admin tasks)

• 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).

• 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.

Behavioural Expectations:

• Solution Oriented - comes ready with solutions when presenting issues.
• Logic Based Reasoning – reasoning is methodical, logical and substantiated.
• Positive - optimistic, yet realistic.
• Curious Not Judgmental - non-defensive and open to other people’s ideas and methods.
• No Ego – not afraid to ask dumb questions and isn’t proud of being right.
• Humble Learner - admits when doesn’t know something, presenting an opportunity to learn.
• No Postman’ing – it’s your job to know the details in order to find solutions.
• Can Prioritize - urgent tasks vs not.
• Cost Conscious - saves company money wherever possible like it’s their own.
• Keeps It Constructive - curbs gossip and rumor-mongering.
• Team Player - actively participates in team events.
• Communication Balance - a healthy balance of phone vs email.

Core Values:

• Do what you say you’re going to do
• Success is in the Details
• Learn today, succeed tomorrow
• Happy to help
• Do the right thing
• Go Home Healthy

Purpose of Position:

• Additional time and efficiencies are created for the company’s executive team.
• Administrative burdens are reduced for all company’s employees.
• Company staff feel satisfied and supported.

•Note: 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.