Administrative Assistant

MatchBox Consulting Group; Vancouver; On-site; CAD 30,000 - 60,000; Part time

Job summary

A leading recruitment firm located in Vancouver is seeking an experienced Administrative Assistant for a temporary 4-6 week contract. The ideal candidate will provide exceptional administrative support, manage complex travel arrangements, and collaborate effectively within a multi-cultural environment. If you have over 5 years of experience in a similar role, particularly with Microsoft Office, this opportunity is for you.

Qualifications

• 5+ years of Admin or Executive Assistant experience.
• Ability to manage complex, international travel arrangements.
• Strong discretion and ability to maintain confidentiality.

Responsibilities

• Provide exceptional support with calendar management.
• Organize and submit expense reports timely.
• Facilitate communication across teams within the Technology function.

Skills

Microsoft Office proficiency

Time management skills

Emotional intelligence

Cross-cultural communication

Tools

PowerPoint

Job description

Overview

MatchBox Consulting Group is currently searching for an Administrative Assistant for a 4-6 week contract role at one of our clients based in Vancouver.

Responsibilities

• A weekly view of top goals, priorities, and commitments
• Ensuring a clean inbox with ready-to-send pre-drafts
• Providing exceptional support with calendar management
• Organizing multi-leg international and domestic travel arrangements
• Organizing and submitting expense reports in a timely manner
• Maintaining an organized inbox of the Executive according to authorization
• Processing vendor invoices in the system in reference to financial guideline
• Collecting meeting agendas, drafting meeting minutes and presentation materials based on directions from the Executive
• Partnering with Business Management Lead to keep business rhythm across Technology Organization
• Collaborating with other EAs of the Technology Organization on planning and executing team events, including leadership offsite, team building and Live It and leading the execution of those events when needed
• Acting as a facilitator of the Technology EA team, ensuring clear communication across teams within Technology function to promote synergy

Requirements

• 5+ years of Admin or Executive Assistant experience
• High level of proficiency with the Microsoft Office suite and have excellent business acumen
• Seasoned in creating compelling PowerPoint decks and developing presentation materials
• Great time management skills, and naturally utilize sound judgement and prioritization when multi-tasking and juggling competing priorities
• Strong emotional intelligence, discretion, and the ability to maintain confidentiality
• Know how to prioritize and effectively manage the logistics of an Executive’s schedule such as pre-reads, agendas and following up on action items
• Comfortable meeting new people, building relationships and creating partnerships across the organization
• Comfortable in a multi-lingual, multi-cultural working environment, and understand the nuances of cross-cultural communication
• Are able to manage complex, international, multi-leg travel arrangements, often requiring continuous changes and rescheduling
• Able to work flexible hours, weekends and holidays occasionally as needed to support our global business

Connect

For more current job opportunities, Follow MatchBox at linkedin.com/company/matchbox-recruitment/

About MatchBox

Headquartered in downtown Vancouver and serving clients nationally, MatchBox is one of the leading recruitment and solutions firms that specializes in the fields of IT & Technology, Engineering & Technical, Real Estate & Construction, and Accounting & Finance. We offer unrivaled expertise with our team\'s extensive experience in the recruitment and professional services industry. We are dedicated to building great connections and creating strong opportunities within the workforce and the labor market.

Equal Opportunities

MatchBox is committed to providing equal opportunities for all applicants. We welcome and encourage applications from people of all backgrounds, including members of minority groups such as racialized individuals, people with disabilities, LGBTQ+ individuals, and Indigenous peoples. It is a priority for us that all candidates are treated fairly and without discrimination. Our recruitment teams receive ongoing training on using objective criteria for evaluating candidates and other related topics to create an inclusive and welcoming environment for all.

Work Permits

Please note that we require all interested candidates to obtain the necessary work permits from the Government of Canada prior to submitting an application. This position is open exclusively to individuals residing in Canada and legally authorized to work in Canada. Applications not meeting these criteria will not be considered.

Further Consideration

We receive a high volume of applications and are only able to contact candidates who are selected for further consideration.

Find out more at www.matchboxhr.com