NorLand Limited consists of multiple specialized businesses working together as one team towards common goals. We have the unique ability to undertake complex, multi-faceted public and private sector projects within a single contract. Our businesses have been making Anything. Possible. for over 65 years!
We are in search of an Executive Assistant who will report to the CEO and will coordinate executive and board activities at NorLand’s Commerce Court office in Burnaby, BC.
Duties & Responsibilities
Executive Support:
- Receive and attend to visitors of the CEO and other executive team members
- Make necessary travel arrangements for the executive team
- Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications and presentations on the executive’s behalf
- Prepare expense reports
- Organize meetings, including scheduling, sending reminders, and organizing catering
- Manage the executive’s calendar and schedule, and coordinate and prioritize meetings using a variety of online meeting platforms
Board & Board Committee Coordination:
- Prepare the annual calendar of meetings for the board and board committees
- Arrange invitations, monitor attendance, and make necessary reminders
- Make meeting room bookings, and coordinate AV equipment and catering
- Prepare agendas, assemble meeting materials and distribute to attendees in advance
- Take meeting minutes, route for review and approval, and issue final versions
- Maintain accurate records and files
- Maintain the strictest confidentiality on all matters related to the board and board committees
- Make necessary travel arrangements as required for events and tours
- Prepare documents, reports and other communications to and on behalf of the board and board committees
Office Management:
- Organize and plan a variety of company-wide events such as the annual holiday party and our summer event
- Identify, recommend and act on opportunities that will improve office operations
- Develop office policies and procedures and ensure they are implemented appropriately
- In coordination with Properties Manager, oversee and track repairs, maintenance, and minor works
- Maintain office seating plan and assist with internal staff office moves, relocations, and renovations
Candidate Qualifications
- A minimum of 5 years of hands-on experience supporting executives and overseeing office services
- Proficiency with MS Office computer applications
- Excellent communication skills, both written and verbal
- Exceptional interpersonal skills and ability to effectively interface with all levels of staff and visitors
- Ability to manage confidential information and maintain discretion at all times
- Well organized and able to work with minimum supervision
- Demonstrated attention to detail and a high level of accuracy, combined with the ability to prioritize in order to ensure timely completion of tasks
The typical hiring range for this position is $75,000 - $95,000 per year. The exact compensation may vary based on job-related knowledge, skills, experience, internal equity, and other criterion.
Only candidates who are most qualified for the position will be contacted.
NorLand Limited are committed to equity, diversity and inclusion in our recruitment and hiring practices.