Executive Assistant

Stacey Holloway and Associates; Vancouver; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A reputable organizational development firm in Vancouver seeks an Executive Assistant to support a busy executive. The role is part-time, requiring 3-5 years of experience, with duties including calendar management, communication oversight, and basic bookkeeping. Enjoy a flexible work schedule and generous leave policies in a collaborative environment.

Benefits

3 weeks vacation

Generous sick/personal leave

Work from home

Qualifications

• 3-5 years experience as an Executive Assistant.
• Excellent organizational and time-management skills.
• Experience in calendar management and travel planning.

Responsibilities

• Manage Executive's calendar, coordinate meetings.
• Oversee communications and maintain databases.
• Handle basic bookkeeping and inventory management.

Skills

Organizational skills

Time-management

Communication

Multi-tasking

Problem-solving

Tools

Microsoft Office Suite

Job description

Stacey Holloway and Associates Vancouver, British Columbia, Canada

Holloway Group is a highly reputable and successful organizational development firm with over 500 active clients throughout BC and across Canada. We are the culmination of over 35 years professional experience and a lifetime of helping large and small organizations, and teams, effectively and strategically manage change in their lives. We’re interested in creating real, positive change, in response to real issues – starting with the individual.

For us, the quality of the work we provide, and the impact we make in the lives of our clients is what defines us, and what keeps us going. We value collaboration, continuous improvement, integrity and developing genuine relationships with our clients. We know and have seen the value of the work we do : helping to solve problems, meet goals, and define the road ahead, while serving to create healthier and better performing workplaces.

Who – the Candidate

We are looking for an Executive Assistant to work four days a week, who will thrive in a fast-paced ever-changing environment. You are an individual who embraces variety, is highly flexible, organized, and reliable, with exceptional attention to detail. Ideal candidates for this role will be accountable, adaptable, and responsive, will take the initiative, and will be responsible for a wide range of administrative, financial, and operational tasks with dedication and resourcefulness.

Duties :

• Predict and plan the needs of the Executive. Anticipate requests, needs, and potential problems.
• Keep the Executive’s calendar up-to-date, including coordinating meetings and rescheduling appointments.
• Manage the Executive’s inbox, overseeing all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence.
• Ensure timely follow-ups on key communications.
• Maintain and update client databases.
• Keep important information and documents organized physically and electronically.
• Provide general bookkeeping for the office - assist with banking, manage expense claims, general journal entries, and basic reconciliations.
• Order office necessities and manage inventory levels.
• Maintain a high degree of discretion and confidentiality.

Qualifications :

• Proven experience (at least 3 - 5 years) as an Executive Assistant or Administrative Assistant to an extremely busy Executive.
• Excellent organizational, time-management, and multitasking skills which includes the ability to maintain a realistic balance among multiple priorities and anticipate and assist the Executive in managing and tracking plans & priority projects ensuring deadlines and expectations are met.
• Calendar management and travel management experience is essential including booking flights, accommodation, and transportation.
• Proactive and positive attitude with the ability to anticipate needs and solve problems effectively.
• A collaborative, service-oriented approach with a focus on delivering excellent support to clients. Personable and approachable at all times.
• Strong verbal and written skills. This encompasses excellent interpersonal relationship and communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• 2+ years of basic accounting experience; can assist with banking, manage expense claims, skilled in Accounts Payable, general journal entries, and basic reconciliations.

Where :

The firm is headquartered in Vancouver. It is necessary that the Executive Assistant live in the Vancouver area. Ideally the EA will also have access to their own vehicle and will be able to provide a Drivers Abstract.

As a Team Member at Holloway Group, You’ll Enjoy :

• A 4 day a week, work from home job
• Straight day shifts 4 days a week from 8 : 30 am to 4 : 30 pm
• 3 weeks vacation, generous sick / personal leave

Please note, the firm does not offer extended health, RRSP matching, life insurance, or LTD.

If you are interested in this position – please forward your resume and cover letter to [emailprotected] . The sooner you can forward your application the better, as I have a tight turn-around, and am looking to fill this position for March 1 st , 2025! There will be an opportunity to be oriented to the role prior to the start date.

I will look forward to meeting you.

Warm regards

Seniority Level

Mid-Senior level

Employment Type

Full-time

Job Function

Administrative

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