Corporate Executive Assistant / Office Manager

Corporate Operations - Langley, BC
Full Time

The Corporate Executive Assistant / Office Manager is responsible to coordinate the workflow of the Corporate administrative department to ensure efficient operation; to provide the executive staff with accurate and efficient assistance of highly confidential material; coordinate building maintenance and building security; and to communicate with employees to develop a team spirit among staff, while advising, assisting, and maintaining company values and protocol for all.

KEY RESPONSIBILITIES

General Duties:

  • Read and comply with ECCO’s Human Resources Policies and Procedures
  • Read and comply with ECCO’s Health & Safety Policies and Procedures
  • Report any accidents, incidents and near-misses immediately to your supervisor
  • Assist in the success of ECCO’s Safety Program with Suggestions, by setting good example, and by ensuring that safety is at the forefront of your actions while at work
  • Take courses as recommended or as deemed necessary

Executive Assistant:

  • Assist VP & GM with organizing and prioritizing organizational initiatives
  • Schedule and maintenance of calendar for VP & GM
  • Project coordination for various corporate initiatives as required
  • Liaison for Leadership team to ensure smooth communication across all departments
  • Compose and distribute correspondence, both internal and external
  • Compile and create detailed reports and presentations
  • Transcribe detailed meeting minutes for various Corporate meetings

Office Manager:

  • Ensure proper work flow of administrative department, assisting where needed
  • Quarterly performance reviews with direct reports
  • Manage Corporate office, ensuring organization and cleanliness of space
  • Create and maintain company forms ensuring consistency
  • Administer company travel and event arrangements
  • Organize company celebrations for all divisions
  • Maintenance of company intranet
  • Manage security and maintenance of building and yard to ensure they are in good repair and protected
  • Negotiate various contract renewals
  • Review and approval of all Corporate AP and employee expenses prior to final signee
  • Maintain current and accurate records of all petty cash expenditures and ensure that adequate funds are available at all times
  • Manage corporate cellular account, including administration of devices
  • Coordinate annual long-term awards for all divisions, from congratulatory letters, to ordering chosen award items, to distribution and award presentations
  • Corporate employee onboarding
  • Other duties as deemed necessary by Management

Requirements

  • 3-5 Years’ recent, related Administration or Business experience or an equivalent combination of education, training, and experience
  • A degree or college diploma in Administration, Business, or Management is an asset
  • Demonstrated ability to lead people and get results through others; as well as ability to think critically
  • Highly effective in time management and project prioritization
  • Excellent organizational and planning skills
  • Outstanding communication skills, both written and oral, including the ability to communicate with all levels of the organization
  • Willingness to continually upgrade skills via education, coaching or other training opportunities

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