Executive Assistant

Rubicon Organics™; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading sustainability-focused company in Vancouver is seeking an Executive Assistant to support its C-Suite team. The ideal candidate will manage calendars, prepare documents, and facilitate communication internally and externally. This full-time role offers a competitive salary, bonus potential, and a hybrid work environment with added perks like three weeks vacation and a dog-friendly office.

Benefits

Competitive salary

10% bonus potential

Three weeks vacation

Medical and dental benefits

Dog-friendly office

Qualifications

• Proven experience as an administrative or executive assistant, preferably supporting C-suite staff.
• Excellent written and verbal communication skills, with very strong attention to detail.
• Outstanding organizational and time management abilities.

Responsibilities

• Serve as the primary point of contact for internal and external stakeholders.
• Manage C-Suite calendars, appointments, and travel arrangements.
• Draft and prepare various documents, including correspondence and reports.

Skills

Attention to detail

Communication skills

Organizational skills

Multitasking

Interpersonal skills

Education

Bachelor’s degree in a related field

Tools

Microsoft Office Suite

Customer Relationship Management (CRM)

Job description

We are recruiting an outstanding hands-on, energetic, and detail-oriented Executive Assistant to support our three-person C-Suite team. As our Executive Assistant, you will provide comprehensive administrative support to our C-Suite team, assisting them in managing their daily responsibilities efficiently, while also assisting with the communications function. Ability to multitask, prioritize, and maintain a high level of discretion are key to success. This Executive Assistant role is ideal for a personable professional with strong communication skills who thrives in a dynamic environment. This is a full-time position that will work out of Rubicon Organics downtown office in Vancouver on a hybrid basis (3 days in office).

Responsibilities

• Serve as the primary point of contact for internal and external stakeholders, including C-Suite team, clients, and business partners, demonstrating professionalism and exceptional communication skills.
• Manage C-Suite calendars, appointments, and travel arrangements, ensuring all logistical details are well-coordinated and executed flawlessly.
• Draft and prepare various documents, including correspondence, reports, presentations, and meeting agendas, maintaining accuracy and attention to detail.
• Maintain confidential records and files, ensuring that sensitive information is handled securely and in compliance with company policies.
• Coordinate and organize meetings, conferences, and offsite events, including logistics, agenda preparation, and post-meeting follow-up.
• Coordinate and organize board meetings including all logistical details for all board members.
• Be an active member of the Social Committee and support employee events.
• Conduct research and gather information to assist the C-Suite team in decision-making and problem-solving.
• Collaborate with cross-functional teams to facilitate efficient internal and external communication and coordination of projects.
• Provide general administrative support, such as managing incoming calls, sorting mail, and maintaining office supplies, including office management.
• Act as the Office Manager for our corporate office.
  
  

Requirements:

• Proven experience as an administrative or executive assistant, preferably supporting C-suite staff.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent written and verbal communication skills, with very strong attention to detail.
• Outstanding organizational and time management abilities, with the capacity to prioritize tasks effectively.
• Demonstrated ability to handle confidential and sensitive information with utmost discretion and professionalism.
• Strong problem-solving skills and the ability to work well under pressure.
• Exceptional interpersonal skills and the ability to build positive relationships with diverse stakeholders, including board members.
• Event Management experience would be an asset.
• Customer relationship management (CRM) experience preferred.
• Bachelor’s degree in a related field preferred; additional qualifications or experience in office administration or similar areas would be considered an asset.
  
  

Why Join Us

• Join a publicly listed, mission-led company focused on sustainability and product excellence.
• Work in a collaborative environment with smart people who value initiative.
• Competitive salary, 10% bonus potential.
• Flexibility through a hybrid schedule and three-week vacation to start
• Dog-friendly office because great teams include four-legged coworkers too.
• Medical and dental benefits coverage.