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.  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.

 

Qualifications

 

You'll Need to Have:

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