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Executive Assistant - VP of Operations - 18929

North Vancouver, BC | Work from home flexibility

Posted: 06/25/2024 Category: Executive Assistant Job Number: 18929 Pay Rate: $85,000 - $100,000

Job Description

We are currently seeking a highly skilled Executive Assistant to provide comprehensive support to the Vice President of Operations within the industrial sector. This pivotal role encompasses diverse responsibilities, including operational support across acquired companies, event planning and execution, and administrative oversight of tenant improvements as well as efficient support to the executive.
The ideal candidate will bring a strong understanding of an entrepreneurial organization, proficiency in industrial operations, exceptional organizational abilities, and a proactive, non-bureaucratic approach to support our dynamic and growing team. This is a growing organization and requires an open-minded EA who can adapt to the fast pace and changing needs. Although this is a hybrid position, this candidate must live in Vancouver.

Executive Assistant Responsibilities:
Operational Support:
  • Collaborate closely with the VP of Operations to streamline and enhance operational efficiencies across current and acquired businesses.
  • Monitor key performance indicators and provide analytical support to optimize industrial processes and workflows.
  • Manages the calendar, emails and ensuring the smooth flow of the busy executive’s schedule.
Events Execution:
  • Take charge of planning and executing various events related to industrial operations, including conferences, seminars, and corporate functions.
  • Coordinate logistics such as venue selection, vendor management, attendee communication, and post-event evaluation.
  • Travels to events to ensure smooth set up and execution.
Tenant Improvements Administration:
  • Manage administrative aspects of tenant improvement projects, ensuring compliance with timelines, budgets, and regulatory requirements.
  • Serve as the primary point of contact for contractors, suppliers, and internal stakeholders involved in facility enhancements.
Travel Coordination and Schedule Management:
  • Arrange complex travel itineraries and accommodations for the VP of Operations, including international travel commitments averaging two weeks annually.
  • Maintain a flexible schedule to accommodate sporadic hours and last-minute changes necessitated by travel and operational exigencies.
Communication and Documentation:
  • Utilize advanced ERP systems, SM Suite, and collaboration tools like Slack to facilitate seamless communication and document management.
  • Prepare and refine correspondence, reports, presentations, and other written materials with meticulous attention to detail and clarity.
The successful candidate has:
  • Proven experience of 5+ years as an EA in supporting a similar role to a top level executive.
  • An entrepreneurial background of supporting private industry executives with demonstrated experience in supporting entrepreneurial endeavors or operating within entrepreneurial environments.
  • Has an operational skill set and solid understanding of industrial operations, project management methodologies, and continuous improvement strategies.
  • Possesses exceptional writing skills, proficient in drafting articulate communications, comprehensive reports, and compelling presentations.
  • Agile and adaptable mindset suitable for a fast-paced, innovative organizational culture.
  • Strong business acumen by having an inquisitive nature coupled with a strategic understanding of business operations and industry trends.
  • Possesses a high level of detail of being precise and thorough in all aspects of planning, execution, and documentation.
  • Having a caring/servient attitude by being proactive in anticipating needs, responsive to requests, and dedicated to providing exceptional support.
  • Exceptional communication and interpersonal skills, with the ability to interact effectively with individuals at all levels and various personalities.
  • Resourcefulness, adaptability, and a proactive approach to problem-solving.
  • Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
  • Able to travel to different locations within the Vancouver area as well as to travel into the U.S.
Compensation and benefits:
  • The discussed salary range is $85,000 – $100,000 depending on experience
  • Candidates with additional experience and higher compensation expectations may also be considered
  • Bonus
  • Comprehensive benefits package
  • 3 weeks holidays
  • Interesting extra company perks and benefits
Only candidates already eligible to work in Canada will be reviewed. Only qualified candidates will be contacted.

Meet Your Recruiter

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Patti Babyn
RPR, Senior Recruitment Consultant
HR & Senior Office Personnel

Specializing in Human Resources, Executive Assistant, and Senior Office Personnel placements across Canada, Patti has over 15 years of national and global recruitment experience. She brings a wealth of expertise in interviewing, placement and collaboration, giving her clients the benefit of impeccable matches. She was also a business owner and managed a sales team for nine years, so she brings practical insights that drive success for her clients.

Patti’s thoughtful questions probe deep into the needs of each client, allowing her to pinpoint the best talent for the role from her vast network of qualified candidates. She is equally enthusiastic with candidates. Knowing that what she does changes lives, she provides insightful advice. With a heartfelt commitment to helping others, she situates candidates in positions where they will succeed. She has a degree and background in social work, where she honed keen communication and assessment skills. Passionate about cultivating long-lasting relationships with both clients and candidates, she is an ongoing resource for those she partners with.

Patti is a wife and mother, and outside of the office enjoys camping, hiking, cycling and volunteering. She is also a part-time makeup artist and takes pride in helping woman look and feel their best!

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