The Vancouver Airport Authority has a permanent, full-time opportunity for an Executive Assistant to the Corporate Secretariat in the Board Office. Reporting to the Manager, Policy and Research, the successful candidate will enjoy a collegial, fast-paced position and the challenge of using a diverse range of administrative skills.
Key responsibilities include:
- Supporting the Manager, Policy and Research, and being a key member of the Corporate Secretariat Team
- Liaising with the other Executive Assistants and other Authority team members
- Responding to inquiries from the Board of Directors
- Acting independently with a high level of professionalism, confidentiality, judgment and discretion
- Maintaining calendars, including scheduling and/or rescheduling Board, Committee, Task Force and other meetings
- Coordinating and assembling Board meeting packages and presentations for Board meetings
- Keeping the Manager and Corporate Secretary apprised of deadlines and action items
- Administering the Board of Directors’ third party online portal
- Maintaining corporate records and preparing annual filings
- Managing regular mail and email
- Administering various financial functions (e.g., processing Board meeting fees, invoices, expense claims and purchase orders)
- Maintaining files
- Managing event logistics, ranging from Board meetings to key stakeholder meetings, including ensuring that technical matters run smoothly (e.g., uploading presentations, adding callers to meetings, etc.)
- Making travel arrangements
- Other duties as assigned by the Manager
Key qualifications include:
- Minimum of 5 years’ demonstrated administrative support experience at a senior level
- Excellent organizational skills with an attention to detail
- Exceptional interpersonal and communication skills with strong editing and proof-reading capabilities
- Demonstrated ability to prioritize and use critical thinking and problem solving in a changing environment; strong troubleshooting skills an asset, as well as the ability to make decisions quickly, behind the scenes to keep meetings and other events running smoothly and appropriately
- Proven ability to exercise confidentiality, tact and discretion; common sense and a practical approach are integral
- Ability to deal with various stakeholders ranging from colleagues and business partners to Board members and outside organizations
- Capacity to work well under pressure; not easily ruffled; stays even-keeled in potentially stressful situations
- Solid MS Office skills (Word, Excel, Outlook and PowerPoint) in order to prepare correspondence, reports, and presentations, and manage a large volume of email; comfortable with web-based solutions to manage Board portal; familiarity with Adobe Acrobat Pro an asset
- Team player with a willingness to assist other Executive Assistants during peak periods
Other desirable qualifications include:
- Event management skills
- Minute taking skills
- Ability to work flexible hours, including occasional early mornings on Board meeting days and, on an exception basis, early evening hours
The successful candidate is an integral part of the Corporate Secretariat team, which includes the Vice President, Legal; General Counsel and Corporate Secretary; and Manager, Policy and Research. He or she will also work closely with the Executive Assistant to the Vice President, Legal, as the two positions back each other up as workload demands, as well as with other members of the executive office. He or she is always discreet, diplomatic, courteous and comfortable dealing with Board Directors, Senior Executives and a wide range of internal and external business partners.
This position is open to both Vancouver Airport Authority employees and external candidates. Previous job performance will be taken into consideration for all candidates that apply for this position.
As part of our recruitment process, short-listed candidates will be required to take part in a management assessment process.
The Vancouver Airport Authority welcomes and encourages applications from all qualified candidates, including women, aboriginal peoples, persons with disabilities and members of visible minorities. If required we are able to provide reasonable accommodations for persons with a disability throughout the selection process. |
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