Executive Assistant & Office Manager

Job Description

POSITION OVERVIEW

Waypoint is seeking an Executive Assistant & Office Manager to support the CEO and lead the management of the offices and branches to ensure smooth operations.

This role will partner closely with stakeholders on the Executive team to support their initiatives within the Company. The ideal candidate must have strong organizational and time management skills, enjoy taking initiative to identify and fill gaps in the workplace, propose and implement new processes and proc and have a knack for making meaningful connections with internal and external stakeholders of the Company.

This position is hybrid with required office days in Vancouver. Travel may be required to support the CEO and members of the leadership team based on business needs.

RESPONSIBILITIES :

• Complete a variety of administrative tasks for the CEO to support their operations and responsibilities.
• Maintain, coordinate, and schedule the CEO’s calendar for internal and external meetings and calls, and prepare the necessary documents, spreadsheets, and / or presentations.
• Organize and prepare for internal and external meetings and events hosted by the CEO and members of the Executive team.
• Communicate on behalf of the CEO to other stakeholders in the organization in a timely and accurate manner.
• Responsible for submitting expenses and making travel arrangements for the CEO, and other stakeholders on the Executive team as required.
• Manage and lead the office administrative staff in the metro Vancouver area.
• Manage and maintain relationships with vendors and landlords of metro Vancouver branches and office locations.
• Oversee the coordination of office services such as equipment, supplies, parking, maintenance, disposal of assets, and security for multiple locations across Metro Vancouver and Vancouver Island.
• Lead as the Office Management SME for the future office amalgamation in Vancouver to ensure a smooth and proper transition.
• Establish, improve, and consolidate current office administrative processes and procedures across the Company to ensure consistency.
• Remain up to date on the current issues and news within the industry.
• Other administrative and office duties, as required.

REQUIREMENTS :

• University degree or college diploma.
• Valid BC Class 5 Driver’s License and a vehicle.
• 2+ years of relevant experience in a fast-paced environment working with Executives.
• Strong interpersonal and communication skills (written and verbal).
• Individual must be a self-starter, a quick learner, and able to make decisions on the spot.
• Strong prioritization skills and ability to manage conflicting demands from all areas of the business.
• Must have strong customer focus, business acumen and process management skills.

Waypoint is actively committed to supporting diversity, equity, and inclusion. We serve and recognize and respect human differences and similarities.

We value the diversity of people and actively encourage women, indigenous peoples, members of visible minorities, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ2+) persons to apply.