Executive Administrative Assistant

Universal Audio; British Columbia; On-site; CAD 70,000 - 90,000; Full time

Job summary

A leading audio technology company in British Columbia is seeking an experienced Executive Assistant to manage schedules, travel plans, and day-to-day responsibilities of the Executive Team. The ideal candidate should have over 5 years of experience, strong communication skills, and meticulous attention to detail. This role requires a proactive approach to managing multiple projects in a dynamic environment, ensuring efficient operations within the team.

Qualifications

• 5+ years of experience supporting a CEO or President.
• Ability to manage multiple projects running concurrently.
• Demonstrated proficiency in calendar management and travel arrangements.

Responsibilities

• Manage calendars for the Executive Team & Senior Teams.
• Prepare meeting agendas, take meeting minutes, and track follow up action items.
• Arrange complex domestic and international travel plans.
• Support event planning and execution for HR and Marketing.

Skills

Communication proficiency

Time management

Meticulous attention to detail

Collaboration skills

Personal effectiveness/credibility

Education

Bachelor’s Degree or equivalent experience

Tools

MS Office

iOS

Google Docs

TaskRabbit

G-suite

Job description

Summary

Universal Audio is looking for an experienced, reliable Executive Assistant who will be responsible for managing the schedule, business travel, offsites, expense reporting and day-to-day responsibilities of our Executive Team. This position requires someone with a keen ability to prioritize many tasks across multiple functions. The Executive Assistant coordinates activities between departments and outside parties. The work is generally of a critical or confidential nature.

Success in this role means managing the workload so the Executive Team may stay focused on the most business-critical opportunities and ensuring they make deadlines and hit goals all while promoting company values and maintaining high team morale.

The ideal candidate is highly self-motivated, professional, capable of managing their workload by prioritizing tasks in a fast-paced environment. The person thrives in changing environments and excels in bringing order to the things around them.

Key Responsibilities

• Manage calendars for the Executive Team & Senior Teams. This includes managing thecorporate calendar and supporting the scheduling of company-wide meetings.
• Prepare meeting agendas, take meeting minutes, and track follow up action items using tools such as Asana and Trello
• Learn and stay abreast of UA Product and Technologies
• Coordinate cross-functionally projects and efforts with the other members of your Executive Administrative Team
• Arrange complex and detailed domestic and international travel plans and itineraries
• Support the Human Resources and Marketing teams in event planning and execution
• Arrange and manage domestic and international travel
• Plan itineraries
• Book transportation, lodging, and accommodations
• Manage and track Executive Team expenses
• Serves as a liaison with other UA staff members

Required Skills & Experience

• Bachelor’s Degree or equivalent experience required
• 5+ years of experience supporting a CEO or President.
• Demonstrated proficiency in MS Office, iOS, and Google Docs
• Communication proficiency
• Time management
• Meticulous attention to detail with calendar management and travel arrangements.
• Collaboration skills
• Personal effectiveness/credibility
• Experience using tools such as TaskRabbit and G-suite
• Ability to manage multiple projects running concurrently and driving them to a swift and thorough close.
• Ability to anticipate needs and proactively follow through on assignments.