Executive Assistant

LandSure Systems Ltd; Vancouver; Hybrid; CAD 62,000 - 78,000; Full time

Job summary

Join a leading technology-driven company in Vancouver as an Executive Assistant. This role involves providing comprehensive administrative support to senior executives, managing schedules, and ensuring efficient office operations. The ideal candidate will have strong communication skills, attention to detail, and the ability to handle confidential information. Enjoy a hybrid work environment and a competitive salary with generous benefits.

Benefits

3 weeks vacation

Generous bonus program

$650 health spending account

Qualifications

• Minimum of 5-7 years’ experience in administrative support.
• Experience in handling confidential matters with discretion.

Responsibilities

• Provides project and administrative support to VPs.
• Maintains and updates Outlook calendars for the VPs.
• Organizes team meetings and prepares meeting materials.

Skills

Communication

Organizational Skills

Attention to Detail

Time Management

Education

Post Secondary Diploma or Degree

Tools

Microsoft Office 365

Confluence

Job description

Posted Thursday, September 19, 2024 at 10 : 00 AM

Do you want to work for one of BC’s Top Employers for 2024 and join an innovative, technology-driven and growth-focused organization?

LandSure Systems Ltd. (LandSure ) is looking to hire an Executive Assistant to join our Products division!

Who we are :

LandSure is a subsidiary of the Land Title and Survey Authority of BC (LTSA), a publicly accountable, statutory corporation that manages BC's land title and survey systems. Our team of nearly 100 employees supports the LTSA through information system consulting services, project management, customer support, and communications.

We offer meaningful work in the public interest . In support of the Province’s 30-point housing plan, LandSure has helped the LTSA build and launch the Condo and Strata Assignment Integrity Register as well as the Land Owner Transparency Registry, a first-of-its-kind registry.

We offer an innovative, performance-driven culture . We have helped the LTSA become a leader in automated property registration and through technology, we are reducing turnaround time for customers and improving the consistency, accuracy and efficiency of the LTSA’s services. We also build and manage innovative products such as ParcelMap BC and AUTOPROP, which support access to information for the land and real estate sectors.

We offer balance . LandSure provides employees with the ability to work for a stable, independent, values-driven technology company. The environment is entrepreneurial, innovative, and fast-paced yet supportive. Our culture is of mutual respect, constantly improving our professional and personal skills, and celebrating our accomplishments.

We believe in a hybrid of remote and in-office work and know you'll love our downtown Vancouver office as much as we do! Our employees can work either entirely in the office, or a hybrid of both remote and in-office. Therefore, applicants must currently live in British Columbia or have plans to relocate to British Columbia.

Visit landsure.ca / careers to learn more about why it's great to work at LandSure, including 3 weeks vacation to start, a generous bonus program, and a $650 health spending account.

The Executive Assistant provides project, operational and administrative support to the Vice President and Chief Product Officer and VP and Chief Information Officer at LandSure.

This position handles matters that require a high degree of professionalism, judgment and discretion. The incumbent takes initiative for planning, organizing and executing a wide variety of duties to ensure the smooth and efficient management of the team and office resources.

What you'll do :

• Maintains and updates Outlook calendars for the VPs by planning, monitoring, and coordinating daily / weekly schedules including changing or revising appointments as necessary
• Anticipates the needs of the VPs several weeks / months in advance, takes action on routine or simple tasks, and for more complex tasks initiates discussions with VPs
• Ensures VPs are prepared for each week / month with materials, documents, and presentations
• Organizes team meetings including weekly / monthly meetings and special sessions by coordinating meeting logistics, developing agendas, distributing materials in advance, taking minutes, and preparing and tracking action items
• Liaising with external vendors to set up quarterly business review meetings.
• Tracks and follows up on the accountabilities of the VPs with respect to action items from meetings including Executive and Staff meetings
• Ensures security of confidential documents and maintains the filing system for all documents in the offices of the VPs
• Prepares a variety of confidential meeting materials and correspondence such as letters, briefing notes, Board materials, detailed reports, and slide presentations including graphs, diagrams etc.
• Receives visitors to the office including contractors, stakeholders, and business partners
• Conducts research and analysis on a wide range of often confidential and sensitive corporate and operational initiatives
• Maintains office administration and financial management processes such as invoice management, contract administration, and asset management
• Processes and tracks purchase requests and ensures all corporate procedures are followed; tracks contract dates and proactively manages renewals
• Works collaboratively with other Executive Assistants and employees of the LTSA to ensure client and service delivery issues are handled in a timely and efficient manner
• Manages travel arrangements including booking flights, hotels, cars etc. and processes expenses and assisting with visa paperwork.
• Assisting Corporate IT with non-disclosure agreement and policy sign offs
• Acts as backup for reception when required

We encourage you to apply if you have :

Education and Experience

• Completion of a post secondary diploma or degree in administrative management, human resources, legal assistance, public policy or commerce or the equivalent combination of education and experience
• Minimum of 5-7 years’ experience in progressively more responsible administrative support positions
• Experience in handling confidential matters and managing sensitive issues with tact, diplomacy and good judgment on the telephone, email and in person
• Experience developing and setting office administrative standards and procedures
• Experience in supporting executive management

Knowledge, Skills, and Abilities

• Demonstrates a personal management style that builds and fosters a productive and healthy corporate culture
• Ability to undertake both routine and special confidential projects on behalf of the Executive and other management positions
• Excellent verbal and written communication skills with the ability to produce business documents.
• Strong attention to detail with the ability to research, analyze and compile complex information and prepare reports and other documentation
• Possesses strong business acumen with the ability to make decisions, manage time effectively, and keep organized with conflicting priorities.
• Proficient in Microsoft Office 365 (Outlook, Word, Excel, Power Point, Teams and SharePoint) and understanding of other computer applications such as mail tracking systems and project management software such as Confluence
• Knowledge of basic accounting procedures, including budget tracking and contract administration.
• Highly-motivated individual who takes initiative and works effectively and independently with minimal direction.
• Establish and maintain effective working relationships with a wide variety of individuals or groups both internal and external to the organization

We are dedicated to transparency in our hiring process. $62,200 to $77,800 annually, reflects a reasonable expectation for pay for the position depending on qualifications and experience. This compensation is specific to the role within our organization and takes into account a wide range of factors that are considered in making compensation decisions including but not limited to job-related skills, experience and relevant training or education, business and organizational needs.

We are committed to fostering a safe, respectful, and inclusive workplace where all employees can share their diverse views, skills and backgrounds. Valuing employee diversity strengthens workplace trust and enhances our ability to innovate in service of our customers and partners. Our hiring practices reflect this and we are committed to ensuring that our workforce reflects where we live and work. Consider joining our team and being part of an innovative, inclusive and rewarding workplace.

Please note applicants must be legally authorized to work in Canada.

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