Administrative Assistant

Kaizen Lab Inc.; Vancouver; On-site; CAD 45,000 - 60,000; Full time

Job summary

Kaizen Lab Inc. is seeking a proactive Administrative Assistant to support their C-Suite team in Vancouver. The role requires excellent organizational skills and proficiency in Microsoft Office, along with the ability to manage confidential information effectively. Responsibilities include managing calendars, preparing documents, and organizing events, contributing to a busy executive environment. This full-time position offers a chance to work closely with leadership and make a significant impact.

Qualifications

• Proven experience supporting C-suite staff as an administrative assistant.
• Ability to handle confidential information with discretion.
• Event Management experience would be an asset.

Responsibilities

• Manage C-Suite calendars, appointments, and travel arrangements.
• Draft and prepare documents, reports, presentations, and meeting agendas.
• Coordinate meetings, conferences, and offsite events.

Skills

Communication

Organization

Problem Solving

Time Management

Interpersonal Skills

Education

Bachelor’s degree in a related field

Tools

Microsoft Office Suite

Job description

We are recruiting an outstanding hands-on, energetic, and detail-oriented Administrative Assistant to support our C-Suite team. As our Admin Assistant, you will provide comprehensive administrative support to our C-Suite team, assisting them in managing their daily responsibilities efficiently. Your ability to multitask, prioritize, and maintain a high level of discretion will be key to thriving in this role.

Responsibilities

• Serve as the primary point of contact for internal and external stakeholders, including C-Suite team, clients, and business partners, demonstrating professionalism and exceptional communication skills.
• Manage C-Suite calendars, appointments, and travel arrangements, ensuring all logistical details are well-coordinated and executed flawlessly.
• Draft and prepare various documents, including correspondence, reports, presentations, and meeting agendas, maintaining accuracy and attention to detail.
• Maintain confidential records and files, ensuring that sensitive information is handled securely and in compliance with company policies.
• Coordinate and organize meetings, conferences, and offsite events, including logistics, agenda preparation, and post-meeting follow-up.
• Coordinate and organize board meetings including all logistical details for all board members.
• Be an active member of the Social Committee and support with employee events.
• Conduct research and gather information to assist the C-Suite team in decision-making and problem-solving.
• Collaborate with cross-functional teams to facilitate efficient communication and coordination of projects.
• Provide general administrative support, such as managing incoming calls, sorting mail, and maintaining office supplies, including office management.
• Act as the Office Manager for our corporate office.

Requirements

• Proven experience as an administrative assistant or in a similar role, preferably supporting C-suite staff.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent written and verbal communication skills, with very strong attention to detail.
• Outstanding organizational and time management abilities, with the capacity to prioritize tasks effectively.
• Demonstrated ability to handle confidential and sensitive information with utmost discretion and professionalism.
• Strong problem-solving skills and the ability to work well under pressure.
• Exceptional interpersonal skills and the ability to build positive relationships with diverse stakeholders, including board members.
• Event Management experience would be an asset.
• Customer relationship management (CRM) experience preferred.
• Bachelor’s degree in a related field preferred; additional qualifications or experience in office administration or similar areas would be considered an asset.

This is a full-time position that will work out of Rubicon Organics downtown office in Vancouver.

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