Executive Assistant

  • Category
    Office, clerical & administrative - Secretarial
  • Job type
    Direct Hire
  • Location
    Vancouver, British Columbia

Our Client, a well establish Canadian real estate investment, development and management company that operates on a global scale is looking for an Executive Assistant with 5+ years administrative and communications experience.

Working closely with the Chief Finance Officer (CFO) within the Finance Department at the Head Office based in Vancouver, you will have excellent communication skills and be able provide strong and varied administrative and project management support.

You will need to be proactive, strong communicator who can relay information in a clear and engaging way. Excellent organization skills are a must, managing various finance projects, staying on task to effectively manage deadlines.

This is a permanent position with room to grow and develop within a prestigious company with a $24.5 billion portfolio that spans 23 Global Cities across 17 countries.

Responsibilities:

  • Compose and/or prepare presentations, memorandums, correspondence and reports on behalf of the CFO and senior finance team by identifying required information, researching background information, and gathering it from appropriate sources.
  • Prepare, coordinate and maintain calendars for all financial, accounting, budgeting, tax, and treasury reporting and compliance requirements.
  • Assist the Global Tax Team with certain tax administration duties such as tax registrations, tax filings, maintenance of tax databases and other tax administrative duties.
  • Coordinate meetings and gatherings, conference calls and travel arrangements for the CFO and other senior finance executives including preparation and submitting of expenses.
  • Documentation and management of meeting outcomes will be helpful/required.
  • Develop select internal and external communication pieces and support other development and maintenance of communication tools and channels.
  • Liaise with the Finance team and external agencies on key and emerging priorities.
  • Receive and screen information, visitors, and phone calls using judgement of sensitivity to the executive officers priorities.
  • Provide information and refer callers to other appropriate individuals if matters can be responded to elsewhere.
  • Plan events and large meetings, including appropriate layout of rooms, seating arrangements, dinner menus, invitations, etc.
  • Attend, minute and distribute materials for scheduled management meetings. Prepare correspondence, memos, minutes and reports frequently of a confidential, strategic and/or specialized nature from handwritten material.
  • Coding invoices, expense reports, corporate credit card expenses and cheque requisitions.
Experience and Qualifications:
  • 5+ years of related administrative and communications experience.
  • Experience managing, and leading projects is considered an asset. Experience supporting a Tax function or group would be a strong asset
  • Previous experience supporting C-suite leadership in a large organization
  • University degree in a related discipline.
  • Ability to use initiative and self managing skills to work independently with minimal direction and respond effectively to issues that arise.
  • Ability to effectively partner with all levels of the business and develop / sustain cooperative working relationships with internal staff, clients and external contacts.
  • Adapt to different communication styles Ability to communicate effectively, both oral and written; ability to exercise confidentiality.
  • Ability to work effectively across time zones.
  • Ability to allocate time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands, competing priorities and adapt to new ideas and constant changes; analytical and detail oriented. Keen focus on producing accurate and high caliber work.
  • Advanced knowledge of Microsoft Word, Power Point and Excel; advanced proficiency in spelling, punctuation and grammar
If this sounds like a role you would be interested in, please apply today.

  • Apply with Adecco

Reference number CA_EN_1_026526_12107777

Accommodation will be provided in all parts of the hiring process as required under Adecco’s Employment Accommodation policy. Applicants will need to make their needs known in advance to their Adecco representative.

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