Executive Assistant

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Rocky Mountaineer is seeking an experienced Executive Assistant to support the CEO and leadership team in a fast paced, confidential role that keeps the business running smoothly and executives focused on critical issues. You will manage calendars, coordinate travel, prepare board and committee materials, organize events, maintain SharePoint and records, take minutes, code expenses, and provide back up support across the department. Requirements include at least 5 years in an EA role, post secondary education in Business Admin preferred, superb written and verbal communication, advanced MS Office and Adobe, and a minimum 90 WPM typing speed. Hybrid role in Vancouver, base salary $73k-$85k plus discretionary bonus and strong benefits; apply with tailored examples of travel coordination, minute taking, and strategic prioritization, show discreet, responsive, and proactive approach, and opt-in for text updates for interview notices.

Purpose

The Executive Assistant is responsible for performing various administration and liaison functions in a professional, confidential, timely, and accurate manner. This role strongly contributes to the success through ensuring the department runs as effectively and efficiently as possible and allowing the executive as well as her team to focus on the most critical business issues. 

Key Areas of Accountability

• Manage the schedule of the executive including arranging appointments, meetings, and travel

• Coordinate all aspects of executives’ travel (flights, hotels, transfers, etc.)

• Coordinate events as needed

• Maintain the SharePoint, team drive, other systems and records as applicable

• Assist the executive in creatingmaterials including presentations,  reports , and agendas

• Prepare Agenda for Audit Committee, as well as coordinating all deliverables

• Liaise with office of CEO for Board Materials for Finance deliverables

• Support Executive events or presentations, as well as regular monthly team celebrations

• Secretary member of Capital Committee, recording and distributing minutes

• Prepare and code expense reports for the executive

• Plan, organize and support various team meetings

• Approve payroll time sheets

• Conduct research and creating reports on various topics based on the needs of the executives

• Managing information flow in a timely and accurate manner

• Provide support to selected Directors as needed 

• Determine priority of matters of attention for the executives; redirect matters to staff to handle, or handle matters personally, as appropriate.

• Keep the executives advised of time-sensitive and priority issues, ensuring appropriate follow-up.

• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials 

• Attend meetings and take notes of questions or action items

• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings

• Act as a liaison with suppliers, industry partners, and other external organization

• Provide vacation relief and back-up support to other Executive Assistants as required

• Ensure final contracts or documents are pre-reviewed and then signed, generally electronically, with approval

Qualifications

Education / Certification / Licenses 

• Post-secondary education in Business Administration or related discipline preferred 

Experience

• Minimum 5 years’ experience in a similar Executive Assistant role

• Industry experience considered an asset

Skills

• Excellent written and verbal communication skills 

• Superb time management and organizational skills

• Advanced computer and MS office skills (MS Office Suite including Powerpoint) and Adobe

• Ability to take minutes 

• Minimum typing speed of 90 WPM

Attributes  

• Proactive with ability to prioritize tasks

• Excellent interpersonal skills

• Discreet; ability to maintain absolute confidentiality

• Highly responsive

• Customer-service oriented with a can-do attitude

• Highly accountable

• Energetic; self-starting

• Dependable; meets deadlines

• Mature, highly professional

• Represents the company positively

Work Environment

• Hybrid role – typically in office Tuesday to Thursday, work from home Monday and Friday

Compensation

• The base salary offered for this role is $73,000 to $85,000 per annum and can vary based on job-related expertise, qualifications, experience and internal equity.
• Eligible for Armstrong Collective’s discretionary bonus program

Eligible Benefits 

Armstrong Collective supports our team members’ health and wellness by providing a comprehensive medical plan with 100% employer paid premiums, some of which includes: 

• Medical, Dental, Vision, Life Insurance 
• Short term disability, long term disability benefits
• Travel emergency assistance 
• Vacation time and sick time
• Up to 5% RRSP and/or TSFA match 
• Two complimentary annual train tickets after first year of employment

Armstrong Collective, Rocky Mountaineer and Canyon Spirit are an equal opportunity employer, driven by our values of creating meaningful moments, being one team, and achieving extraordinary outcomes. Our strong company culture supports our vision of a diverse, open, safe, and respectful workplace. We celebrate diversity and are committed to creating an inclusive environment for all team members. If you require any accommodation during the application process or throughout your employment, please let us know. We will work with you to ensure your needs are met and to create a supportive environment. 

Please ensure to opt-in for text messages when you apply in order to receive interview updates.