Executive Assistant

Layfield Canada is looking for an Executive Assistant to join our Corporate Team in Richmond, BC!

This position is multi-faceted – providing professional administrative support and organizational needs for Executives in the Layfield Corporate office. This position will also act as the first line of contact at the facility and be the administrator for various shared corporate services.

Key Responsibilities

• Manages the calendar and planning cycles for the Board of Advisors and Executives
• Be the liaison between the Board of Advisors and the Executives.
• Keeping the Executive’s calendar up to date by determining priorities and urgent situations, scheduling meetings, and making changes and adjustments as required.
• Prepares materials for meetings, such as agendas, PowerPoint presentations, and background/briefing materials, as well as takes and transcribes minutes.
• Arranges meetings and events with a variety of participants and coordinate the logistics, including facilities and catering.
• Plan Annual meetings and events and attend off-site meetings to support meeting coordination.
• Organizes travel arrangements and completes all related travel authorizations and expense reimbursements.
• Drafts, writes, formats, and proofreads a variety of business communication documents and materials such as memos, presentation materials, graphs, tables, reports, briefing notes, and spreadsheets.
• Conducts research and creates reports on various topics based on the needs of the Executives.
• Responsible for document management for the Corporate office.
• Filing important documents, such as reports, meeting notes, emails, and letters
• Overseeing all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence
• Acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers
• Assist with the development and maintenance of external communications
• Planning and organizing events that take place externally, such as fundraisers, sporting tournaments, and appreciation events

Education & Experience

• Bachelor’s degree in business or related field
• Proven 5 years of experience in an administrative role, including 1 year’s experience in a senior management or executive office setting working in a confidential capacity.

Knowledge, Skills & Abilities

• Professional verbal and written communication skills with a keen eye for detail
• Excellent knowledge of Microsoft Office including Word, Excel, Outlook and PowerPoint, SharePoint, Visio
• Ability to work on tight deadlines while producing high-quality work
• Excellent business acumen and ability to exercise sound judgement and prioritization
• Strong interpersonal skills and the ability to build relationships
• Ability to maintain a high degree of discretion and confidentiality of highly sensitive information
• Strong organizational skills, including digital file management.
• Flexible and adaptable
• Pro-active – a good understanding of what needs to be done
• Time management skills

Work Conditions

This is a full-time position, with flexibility to accommodate a reduced 80% schedule for the right candidate. This position is required to be on-site.