Executive Assistant/Marketing Coordinator

The Opportunity:

Strata Engineering is currently seeking an Executive Assistant/Marketing Coordinator at our Burnaby Office.

Position Overview:
The Executive Assistant / Marketing Coordinator at Strata Engineering will play a dual role, providing high-level administrative support to the President while also managing key marketing functions to enhance client engagement and brand visibility. In the Executive Assistant capacity, this role is responsible for managing the President’s schedule, coordinating meetings and events, handling communications, and supporting various administrative tasks essential to the smooth operation of the President’s office. This role requires exceptional organizational skills, the ability to multitask, and a proactive approach in a fast-paced environment.

As a Marketing Coordinator, this role involves organizing client engagement activities such as events, maintaining an up-to-date client database, creating and distributing marketing materials, and executing email marketing campaigns. Additionally, the Marketing Coordinator will oversee Strata Engineering’s social media presence, including updating the website, LinkedIn, and other channels to increase brand awareness and foster client relationships. This unique blend of executive support and marketing responsibilities requires a versatile professional with excellent interpersonal and project management skills.

Key Responsibilities – Executive Assistant:

• Manage the President’s calendar, scheduling appointments, meetings, and events with internal and external stakeholders.
• Coordinate travel arrangements, including booking flights, hotels, and transportation, and preparing detailed itineraries.
• Anticipate and resolve scheduling conflicts, ensuring the President’s time is used efficiently.
• Organize and coordinate executive meetings, including preparing agendas, distributing materials, and taking minutes.
• Ensure follow-up on action items from meetings, tracking progress and deadlines.
• Assist in the preparation of presentations and reports for meetings and conferences.
• Handle incoming and outgoing communications on behalf of the President, including emails, phone calls, and written correspondence.
• Draft, proofread, and edit documents, reports, and presentations for the President.
• Act as the primary point of contact for the President’s office, maintaining professional and effective communication with clients, partners, and employees.
• Conduct research and compile information for special projects and reports as requested by the President.
• Support the President in various strategic initiatives and special projects, ensuring timely and efficient completion.
• Liaise with other departments to facilitate communication and coordination on cross-functional projects.
• Provide administrative support to other executives as needed, ensuring a collaborative and cohesive executive team.

Key Responsibilities – Marketing Coordinator:

• Plan, organize, and coordinate client and industry events, and provide on-site support as needed.
• Manage invitations, RSVPs, and event-related communications.
• Develop and execute strategies to enhance client relationships and engagement.
• Maintain and regularly update the client database, ensuring accuracy and completeness.
• Segment and organize contacts for targeted communications.
• Design and send mass emails for various occasions (e.g., holiday greetings, announcements) using Mailchimp.
• Monitor email performance and optimize campaigns for engagement.
• Create marketing materials such as pamphlets, posters, surveys, presentations, and digital content promoting our services.
• Visit clients' offices to promote our services, establish rapport, and maintain strong customer relationships.
• Act as a liaison between clients and internal teams to address client needs and gather feedback.
• Assist with other marketing initiatives and campaigns as needed.
• Monitor market trends and competitor activities to support marketing strategies.

Qualifications:

• Bachelor’s Degree or other formal education with a focus on business administration or related field. Background in architecture, engineering, building science, or construction is an asset.
• 3+ years' experience as an Executive Assistant, preferably in an engineering/construction environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat.
• Experience with calendar management and scheduling software such as Microsoft Outlook.
• Proficiency in using Insightly CRM or similar customer relationship management software.
• Strong organizational and process-based knowledge, ensuring efficient and effective operations.
• Professional English language proficiency and fluency in verbal and written communication.
• Eligibility for employment within Canada.
• Knowledge of design tools (Adobe Suite or Canva) for creating marketing materials.
• Proficiency in email marketing platforms, such as Mailchimp.

Skills:

• Ability to quickly learn and adapt to new software systems and tools used within the firm.
• Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
• Strong attention to detail and accuracy in all work performed.
• Experience in communicating and managing stakeholder expectations.
• Ability to anticipate needs and proactively identify solutions to potential issues.
• Resourcefulness in finding information and resolving problems independently.
• Willingness to ask questions and seek clarification when needed.

We offer a competitive salary, flexibility, good work-life balance, a supportive atmosphere, and a great benefits package.

If this position sparks your interest, we encourage you to reach out! Kindly provide us with your resume and a cover letter detailing your background, achievements, and why you believe this role aligns well with your skills and aspirations. We look forward to learning more about you!

The Company:
Strata Engineering is a leading engineering consulting firm, specializing in the field of building science. Situated in Burnaby, BC, our expertise encompasses building envelope, structural, and mechanical engineering. A cornerstone of our services includes meticulous building condition assessments, inspections, and reviews. We firmly believe that a comprehensive evaluation of any defect is fundamental to devising effective solutions. Our objective is to discern the most dependable, enduring, and economical solutions, tailored to each client and their unique building requirements.

Our core values - Integrity, Respect, Improvement, Professionalism, and Balance - serve as the guiding principles that shape our every decision and action. At Strata Engineering, we believe in upholding the highest standards of ethics, treating our clients and colleagues with utmost respect, continuously striving for improvement, maintaining professionalism in all endeavors, and fostering a healthy work-life balance.

What truly sets us apart is our outstanding corporate culture, which is deeply rooted in teamwork, collaboration, and fun! We understand the importance of creating an environment where our employees feel valued, motivated, and empowered to unleash their full potential. Whether it's through team-building activities, opportunities for development, celebrating achievements, or participating in Social Committee events, we ensure that every member of our team feels supported and inspired.

At Strata Engineering, we are not just a company - we are a community of passionate individuals dedicated to making a positive impact through our work. Join us as we embark on an exciting journey of growth, innovation, and excellence in engineering consulting.