Executive Assistant

Our Kelowna office is seeking a dynamic and intuitive Executive Assistant to support two regional executives in our Buildings Practice - Canada West and US West, as well as our Global Director of Buildings Projects. The ideal candidate will offer at least 7 years of experience in an executive assistant role supporting an extremely busy executive in a corporate environment, ideally with experience working in professional services. This role is an extremely demanding and important position requiring very high attention to detail, critical thinking and problem-solving abilities, a sense of urgency, and tact in support of a global executive who will be travelling often on the international stage, sometimes last minute. Furthermore, excellent presentation and writing skills and an ability to manage confidential information in a sensitive manner is expected at this level.

Most of the Things You’ll Work On:

• Provide administrative support including calendar and contact coordination. This includes coordinating a daily calendar and ensuring meetings are prepped with all necessary background context, materials, and research.
• Schedule professional appointments.
• Meeting support: arrange conference calls and in-person meetings, room and meal arrangements; produce agendas and minutes; distribution and follow up on action items.
• Prepare correspondence, contracts, and corporate documents.
• Preparation of presentations for corporate and client meetings.
• Maintain effective, accurate, and systematically organized files.
• Receive and screen incoming calls.
• Review and sort mail and packages sensitive to signatures and deadlines.
• Coordinate travel arrangements including hotel, rental car, flights, etc.
• Arrange conference registrations (workshops, forums, meetings, conventions) and assist in the preparation and logistical planning for company events.
• Manage continuing education programs for licensing across multiple jurisdictions including research on learning opportunities.
• Liaison with senior management and executive team, as well as key external contacts and clients.
• Communicate effectively with outside clients and vendors and represent the office and the Company effectively and professionally.
• Arrange new applications when required.
• Manage mobile phone accounts and arrange for appropriate geographic coverage.
• Perform various confidential projects as assigned. Perform other duties as required.
  
  

• Bachelor’s degree or equivalent experience in Business Administration, Marketing, Planning or related field.
• Minimum 7 years of experience in a similar Executive Assistant role supporting an executive in a leadership position; professional services industry experience is preferred.
• Previous experience with international travel coordination is an asset.
• Previous experience assisting with proposal coordination, preparing presentations for client and corporate meetings, editing, and proof-reading documents are a huge asset.
• A high level of professionalism with an ability to handle confidential information with discretion and tact.
• An impeccable level of professionalism, outstanding judgement, and excellent interpersonal skills are required.
• Demonstrate outstanding stewardship and mature business skills with the ability to establish a strong rapport.
• Strong attention to detail.
• Strong organizational and time management skills with demonstrated flexibility in juggling competing priorities and changing expectations.
• Ability to take initiative and think on your feet.
• Excellent communication skills: written, verbal, listening, and presentation.
• Proficient using standard office software such as Word, PowerPoint, Excel, Outlook.
• Strong efficiency in technology, including webinar, Microsoft, and Apple products.