Executive Assistant

Transoft Solutions; Vancouver; Hybrid; CAD 85,000 - 100,000; Full time

Job summary

A leading company in transportation planning seeks an Executive Assistant to the CEO in Vancouver. The role requires strong organizational and communication skills, with responsibilities including managing the CEO's calendar, drafting reports, and coordinating travel. This hybrid position offers a dynamic work environment with opportunities for professional growth.

Benefits

Flexible working environment

Professional growth opportunities

Community initiatives and donations

Qualifications

• Minimum 5 years supporting C-suite executives.
• Fluency in French is a strong asset.

Responsibilities

• Manage the CEO's calendar and travel arrangements.
• Draft communications and prepare materials for meetings.
• Conduct research to inform decision making.

Skills

Communication

Problem Solving

Project Management

Organizational Skills

Education

Degree in Business Administration

Degree in Communications

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

Microsoft SharePoint

Job description

Do you want to make a difference within the global transportation planning and design community? With offices around the world, Transoft Solutions is an international leader in the development of innovative and highly specialized software for aviation, civil infrastructure, transportation, and operational professionals. Most recently, our exciting predictive analysis technologies are at the forefront in the application of AI to Road Safety. In its 32nd year and with over 50,000 users in 150 countries worldwide, the company's success is a result of our people, our innovative and highly sought-after products, and the exceptional customer service that we deliver.

About the Opportunity :

We currently have an opening for an experienced Executive Assistant to the CEO, based in Vancouver, B.C. We are looking for a highly organized, proactive and detail-oriented person who can multi-task, handle confidential information with discretion and who is capable of effectively managing administration. This role requires superior communication, problem-solving, project management and attention to detail skills, while maintaining a high level of professionalism. Preference will be given to candidates who are fluent in English and French.

If you are excited about this opportunity and have the skills, experience and values that align to what we're looking for, we want to speak with you!

NOTE : This is a hybrid role where you will be expected to work a minimum of 2 days per week in our Vancouver office.

Specific accountabilities include :

• Providing comprehensive administrative support, including managing and prioritizing the CEO's calendar; scheduling meetings, appointments and events; coordinating and managing travel arrangements; and preparing expense reports.
• Organizing and coordinating appointments, Board meetings and other engagements, ensuring all details are in place and all deadlines are met.
• Acting as a gatekeeper for the CEO by screening calls and emails, responding as appropriate.
• Drafting communications, reports and presentations, and preparing materials for board meetings and key presentations.
• Arranging global travel plans, including the preparation of detailed itineraries.
• Creating agendas and taking minutes at meetings, distributing these and following up on any action items.
• Assisting in the development, execution, tracking and reporting of organizational initiatives.
• Conducting research and analysis to help inform the CEO's decision making.
• Handling sensitive information and communications with the highest level of discretion and professionalism.
• Plan and coordinate events, meetings and team activities, as required.

About You :

• You have a degree in business administration, communications or a related field.
• You have a minimum of 5 years of experience supporting C-suite executives.
• You may be a Canadian Certified Administrative Professional ("CCAP") or have your Project Management Professional (PMP") Certification.
• You have excellent communications skills (verbal, written and presentation). Fluency in French is considered a very strong asset
• You have very strong organizational, problem-solving, multi-tasking and project management skills.
• You are proficient with Microsoft programs (Word, Excel, PowerPoint, Outlook, Teams and SharePoint).
• You are skilled at anticipating needs and proactively addressing these.
• You are effective at prioritizing work and managing multiple tasks with competing deadlines.
• You are highly detail oriented.
• You are flexible and adaptable to managing changing needs.
• You are a self-starter who works well independently, but you also work well with others.
• You have an exceptionally high level of professionalism, confidentiality and discretion.
• You ideally have previous experience working with Engineers, though this is not required.

About Us :

• We offer a flexible working environment that embraces both in-person and remote work;
• We're committed to providing professional growth and development opportunities;
• We give back to our communities through global initiatives and donations;
• We work hard, but we like to have fun too!

Salary Range : $85,000 - $100,000 annually + bonus (The actual salary offered will be commensurate with education, experience, and internal equity).

At Transoft Solutions, we embrace diversity, as we strongly believe that our diverse backgrounds, coupled with our cultural and experiential differences make us stronger and better positioned to support our global customers. We are a collaborative group of individuals who value respect, professionalism, creativity, drive and compassion, and we pride ourselves in being a socially responsible company that does its part in making the global community a better place for everyone.

Candidates must be eligible to work in Canada. We wish to thank all applicants for their interest, however, only candidates under consideration will be contacted.

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