Executive Assistant – 18 months contract
Full time Temporary @adMare BioInnovations posted 3 months agoJob Description
We are seeking a highly organized and proactive Executive Assistant to support our COO & CFO. The ideal candidate will be a master of multitasking, with exceptional communication skills and a keen eye for detail. This role requires a high level of professionalism, discretion, and the ability to work independently in a fast-paced environment. The position is an 18 months maternity leave contract, working in hybrid environment, based in our adMare BioInnovations Vancouver location .
Responsibilities:
- Prioritizing Projects: Assessing the urgency and importance of projects to allocate the COO’s time accordingly. This involves working closely with the COO to understand strategic priorities and ensuring that their schedule reflects these objectives.
- Scheduling Meetings: Coordinating with internal and external stakeholders to schedule meetings at times that minimize conflicts and maximize productivity. You will be responsible for sending out meeting invites, tracking RSVPs, and following up with participants as needed.
- Venue Selection: Identifying and securing suitable venues for meetings, whether they are in-person or virtual. This includes arranging for necessary equipment and ensuring that the environment is conducive to the meeting’s objectives.
- Meeting Preparation: Compiling and distributing agendas and materials in advance of meetings. You will ensure that the COO has all the necessary information at their fingertips and is fully briefed on the topics to be discussed.
- Day-to-Day Organization: Keeping the COO on track throughout the day with reminders and updates. You will be the COO’s right hand, helping them stay organized and focused on their most critical tasks.
- Flight Bookings: Securing direct/non-stop flights whenever possible to minimize travel time and reduce the risk of delays.
- Accommodations: Choosing accommodations that provide the right balance of comfort, convenience, and amenities. The Executive Assistant will maintain a preference database to ensure consistency with the COO’s tastes and requirements.
- Ground Transportation: Arranging for reliable ground transportation, including airport transfers, car rentals, or services, ensuring the COO has a seamless travel experience from start to finish.
- Travel Time Management: Building in buffer time for all travel to account for any unexpected delays and ensure the COO arrives on time for all engagements.
- Continuous Improvement: Soliciting feedback from the COO after each trip to refine and improve the travel arrangements process.
- Agenda Preparation: Collaborating with the COO and relevant stakeholders to develop a clear and concise agenda.
- Participant Coordination: Sending out invitations, managing RSVPs, and communicating any changes or updates promptly.
- Material Compilation: Gathering all necessary materials, such as reports, presentations, and supporting documents. Ensuring that these materials are prepared, reviewed, and distributed well in advance.
- Venue and Room Setup: Selecting the appropriate venue for in-person meetings and arranging the room to suit the meeting’s purpose. This includes ensuring proper AV equipment setup and may include catering support.
- Minute Taking: Attend meetings if required and accurately record minutes, capturing key points and action items. Distribute minutes to relevant stakeholders in a timely manner, and track action items and ensure follow-up on decisions made during meetings.
- Follow-Up Actions: Documenting key decisions and action items during the meeting and distributing a summary to all participants afterwards. The Executive Assistant will also track the progress of action items to ensure they are completed as agreed.
- Expense Reports: Prepare and process expense reports for the COO, VP People and Culture and VP Intellectual Property & Legal Affairs.
- Reconciliation: Reconcile credit card statements and handle any discrepancies.
- Documentation: Prepare and organize documents, presentations, and reports for Board of Directors and committee meetings.
- Coordinate: Coordinate and gather information as needed for presentations and reports and ensure all materials are accurate, professional, and delivered on time.