Executive Assistant VP of Operations

The Headhunters; North Vancouver; Hybrid; CAD 85,000 - 100,000; Full time

Job summary

A leading company in the industrial sector is seeking an Executive Assistant to support the Vice President of Operations. This hybrid role requires exceptional organizational skills, a proactive approach, and a strong understanding of industrial operations. The successful candidate will manage operational support, event planning, and administrative tasks while adapting to a dynamic work environment.

Benefits

Bonus

Interesting extra company perks and benefits

Qualifications

• 5+ years as an Executive Assistant supporting top-level executives.
• Experience in entrepreneurial environments and industrial operations.
• Proficient in drafting reports and presentations.

Responsibilities

• Provide operational support to the VP of Operations.
• Plan and execute events related to industrial operations.
• Manage travel itineraries and schedule for the VP.

Skills

Organizational skills

Communication skills

Problem-solving

Time-management

Adaptability

Tools

ERP systems

SM Suite

Slack

Job description

We are currently seeking a highly skilled Executive Assistant to provide comprehensive support to the Vice President of Operations within the industrial sector. This pivotal role encompasses diverse responsibilities, including operational support across acquired companies, event planning and execution, and administrative oversight of tenant improvements as well as efficient support to the executive.

The ideal candidate will bring a strong understanding of an entrepreneurial organization, proficiency in industrial operations, exceptional organizational abilities, and a proactive, non-bureaucratic approach to support our dynamic and growing team. This is a growing organization and requires an open-minded EA who can adapt to the fast pace and changing needs. Although this is a hybrid position, this candidate must live in Vancouver.

Operational Support :

• Collaborate closely with the VP of Operations to streamline and enhance operational efficiencies across current and acquired businesses.
• Monitor key performance indicators and provide analytical support to optimize industrial processes and workflows.
• Manages the calendar, emails and ensuring the smooth flow of the busy executive’s schedule.

Events Execution :

• Take charge of planning and executing various events related to industrial operations, including conferences, seminars, and corporate functions.
• Coordinate logistics such as venue selection, vendor management, attendee communication, and post-event evaluation.
• Travels to events to ensure smooth set up and execution.

Tenant Improvements Administration :

• Manage administrative aspects of tenant improvement projects, ensuring compliance with timelines, budgets, and regulatory requirements.
• Serve as the primary point of contact for contractors, suppliers, and internal stakeholders involved in facility enhancements.

Travel Coordination and Schedule Management :

• Arrange complex travel itineraries and accommodations for the VP of Operations, including international travel commitments averaging two weeks annually.
• Maintain a flexible schedule to accommodate sporadic hours and last-minute changes necessitated by travel and operational exigencies.

Communication and Documentation :

• Utilize advanced ERP systems, SM Suite, and collaboration tools like Slack to facilitate seamless communication and document management.
• Prepare and refine correspondence, reports, presentations, and other written materials with meticulous attention to detail and clarity.

The successful candidate has :

• Proven experience of 5+ years as an EA in supporting a similar role to a top level executive.
• An entrepreneurial background of supporting private industry executives with demonstrated experience in supporting entrepreneurial endeavors or operating within entrepreneurial environments.
• Has an operational skill set and solid understanding of industrial operations, project management methodologies, and continuous improvement strategies.
• Possesses exceptional writing skills, proficient in drafting articulate communications, comprehensive reports, and compelling presentations.
• Agile and adaptable mindset suitable for a fast-paced, innovative organizational culture.
• Strong business acumen by having an inquisitive nature coupled with a strategic understanding of business operations and industry trends.
• Possesses a high level of detail of being precise and thorough in all aspects of planning, execution, and documentation.
• Having a caring / servient attitude by being proactive in anticipating needs, responsive to requests, and dedicated to providing exceptional support.
• Exceptional communication and interpersonal skills, with the ability to interact effectively with individuals at all levels and various personalities.
• Resourcefulness, adaptability, and a proactive approach to problem-solving.
• Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Able to travel to different locations within the Vancouver area as well as to travel into the U.S.

Compensation and benefits :

• The discussed salary range is $85,000 – $100,000 depending on experience
• Candidates with additional experience and higher compensation expectations may also be considered
• Bonus
• Interesting extra company perks and benefits

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