Executive Assistant 2-Year Contract

BC Maritime Employers Association
CA - British Columbia - vancouver
January 14, 2025

The Executive Assistant (2-Year Contract) provides high-level administrative support to the President & CEO, Leadership Team, and Corporate Secretary. This role ensures the smooth operation of executive functions, facilitates communication, manages events, and oversees special projects. In addition, the Executive Assistant performs essential HR and Communications tasks such as recruitment and administrative support.

This hybrid position offers the opportunity to work from home one day per week.

Responsibilities:

Executive Tasks

Prepare, proofread, and edit correspondence, presentation materials, and meeting agendas for external and internal distribution.
Schedule meetings and maintain calendars for the CEO and Senior Leadership staff.
Arrange travel for executives and key staff members.
Research and compile industry reports for Executive Management.
Undertake special administrative or other projects as required.
Attend meetings and provide recording secretary services.
Maintain confidential documents and files.
Review invoices for accuracy and sign-off.
Coordinate production of organizational communication tools such as staff business cards and signage.

Corporate Secretary Support

Assist the Corporate Secretary with membership matters and prepare communications for external distribution.
Prepare and distribute Board of Directors, Finance, and Executive Committee meeting materials, ensuring timely follow-ups on agenda items.
Support the annual election of the Board of Directors, including ballot distribution, result collation, and communication to members.
Provide administrative assistance regarding membership dues and assessments.
Produce and revise Board of Directors manuals electronically and in hard copy.
Plan, coordinate, and manage association events such as the annual general meeting and reception.
Maintain corporate membership files and database.
Prepare annual government reporting, including Provincial Annual Reports and OSFI submissions.
Coordinate special functions, such as strategic planning meetings and board retreats.

Event Planning

Organize and coordinate all employee engagement and employee functions.
Schedule employee education courses, including lunch-and-learns.
Arrange catering for various meetings.

Communications Support

Manage platforms for mass communication.
Create and distribute company and member communications.
Collaborate with the IT department to ensure website content is current and accurate.
Update employee information on the website and maintain a current contact list.

HR Support

Assist with recruitment tasks, including job postings, scheduling interviews, and onboarding support.
Maintain accurate employee records and HR files.
Provide administrative support for HR functions, such as policy updates and employee communications.
Support the coordination of employee training sessions and compliance tracking.

Knowledge, Skills, and Abilities:

A minimum of 5 years of experience in Administration and/or as an Executive Assistant.
A post-secondary education, such as a college diploma in Office Administration, is an asset.
Exceptional written, oral, and interpersonal communication skills, with the ability to engage professionally and diplomatically with staff, board members, member company representatives, media, and stakeholders.
Strong organizational skills, with the ability to work independently and prioritize assignments effectively.
Proven ability to work under pressure, manage heavy workloads, and meet tight deadlines with strong attention to detail.
A collaborative, service-oriented approach with a focus on delivering excellent support to internal and external audiences.
Proficiency in Microsoft Office programs, including Word, PowerPoint, Outlook, and Excel.
Intermediate skills in Adobe Acrobat, Photoshop, and InDesign.

The British Columbia Maritime Employers Association (BCMEA) represents 49 member companies which consists of ship owners, bulk operators, stevedores, general cargo and containers, and the more than 8,500 employees who work for them. We are integral to Canada's Pacific Gateway Strategy that links Canada to the rest of the world. This gateway contributes $12 billion dollars and 130,000 direct and indirect jobs to Canada's economy.

Our head office is located in up and coming Railtown. Close to transit and just minutes away from Gastown and Chinatown. Free parking is available in our designated lot to those who drive. Our office features beautiful exposed brick and modern workstations in an open environment.

BC Maritime Employers Association is an equal opportunity employer. We are committed to creating a diverse and inclusive workforce and welcome applications from candidates of all backgrounds.

Read the full job description and apply online on the recuiter's web-site

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