Executive Assistant

Executive Assistant
Vernon, BC

Role Description

The Executive Assistant role is to increase organizational efficiency by providing coordination, customer service, relationship management and administrative support at the executive level. The role draws upon practical and specialist knowledge of business support processes and procedures in order to respond to internal and external customers and provide timely delivery of task-oriented, transactional, reporting and processing services with confidentiality, discretion and politically sensitive judgment.

Core Responsibilities

Sr. Management Team Support

Provides support to senior leadership team members by attending the appropriate meetings, creating meeting agendas, handling the preparation of minutes and establishment of deadlines for action and ensure work is completed according to deadlines to ensure strategic objectives are being met.
Effectively manage multiple senior leaders’ calendars and travel logistics, including schedules, mail, booking flights and accommodations, preparing detailed itineraries, and other day-to-day responsibilities.
Coordinates, prepares, and gathers information to assist in the preparation of reports, presentations, business documents, and status reports, including following up with the appropriate individuals.
Works with travel department to book flights, accommodations, meals (as requested) for business purposes, maintain details in schedule and create travel detail packages prior to trips
Support the senior leadership team with meetings, training, conventions and various other tasks as required
Manage COUPA expense process for senior leaders and their teams
Prepares and codes invoices, expense reports for senior leaders

Administration

Develops and maintains sensitive, diplomatic and strong working relationships with internal and external customers to provide solutions to complex issues, prioritizing and managing responses and negotiating and managing timelines and expectations
Responsible for administrative support including but not limited to: Processes incoming correspondence, handling inquiries, coding purchase requisitions, direct forms for signature and processing, drafting and editing legal documentation, etc.
Provide support for purchases/replacements of cell phones & computer equipment for the senior leaders and their teams
Coordinate information for various newsletters or communications
Special duties as required, including the handling of confidential and non-routine information

Additional Requirements

Organize and coordinate off-site functions, including meetings, training, conventions or other functions. Coordinate speaker requirements, meeting agenda, requirements for hotel, travel, meeting rooms, meal and catering, entertainment and other
Organize individual or group training and follow up with appropriate communication.
Actively participates as a member of the Executive Assistant team and takes a leadership role to support corporate initiatives, policies and procedures by ensuring they are appropriately communicated
Provides professional back up for Executive Assistants when required

Work Experience

5 + years’ experience in a senior administrative position

Knowledge, Skills and Abilities

Demonstrated advanced experience with Microsoft Software Suite (e.g., Word, Excel, Publisher, Outlook, PowerPoint etc.)
Demonstrated experience booking and coordinating travel for executives and large groups
High standards of ethics and confidentiality to handle sensitive information
Demonstrates a strong initiative, judgment and the flexibility to thrive in a fast-paced and ever-changing environment; ability to multi-task and manage multiple projects simultaneously.
Possesses strong project management skills with the ability to multi-task and manage multiple projects simultaneously while working under limited supervision
Excellent interpersonal, written and verbal communication skills
Work with frequent interruptions and meet deadlines while under pressure

Education

An Executive Administrative diploma / certificate, or equivalent combination of education and experience

Special Requirements

Flexible working hours
Overtime when required
Occasional travel

What We Offer

The target salary range for this position is $57,485 to $77,110 per year based on experience.
Comprehensive medical and dental benefits
Employee Assistance Program
A group RRSP/DPSP matching program
Discount on tires and mechanical services
Positive work culture, opportunities for growth and development, and work-life balance.
Opportunities for professional development, such as training programs, mentorship, and tuition reimbursement.

Kal Tire uses AI tools to support parts of recruitment, including but not limited to job posting and pre-screening. All interviews and hiring decisions are being made by Kal Tire’s hiring managers and recruiters.

Kal Tire is committed to fostering a workplace where everyone feels valued, included, and empowered to thrive. We embrace diverse perspectives and welcome applications from all backgrounds and experiences. If your qualifications align with the role, we'll connect with you to guide you through the next steps. Candidates considered for the role must be legally eligible to work for any employer in Canada. A Canadian Criminal Record Check may be required for certain positions as part of the final stages of the hiring process.