Executive Assistant - First Light Technologies (Viatec)

We are seeking a highly organized, proactive, and reliable individual to join our team as an Executive Assistant

We are seeking a highly organized, proactive, and reliable individual to join our team as an Executive Assistant. In this role, you will provide comprehensive administrative support to our executive team, enabling them to focus on their strategic and operational responsibilities. You will play a critical role in managing calendars, coordinating meetings, preparing reports, and maintaining effective communication within the organization. The ideal candidate will possess excellent communication skills, exceptional attention to detail, and the ability to multitask effectively in a fast-paced environment.

Responsibilities

• Assist in managing the executive team's calendars, including scheduling and coordinating meetings, appointments, travel arrangements, and other time-sensitive events.
• Assist with various projects and initiatives
• Prepare and proofread various reports, presentations, and documents, ensuring accuracy, formatting consistency, and adherence to company guidelines.
• Arrange travel itineraries, accommodations, and logistics for business trips, ensuring cost-effectiveness and compliance with company policies.
• Assist HR in coordinating interviews, onboarding, and drafting employment offers
• Provide general administrative support to the executive team, including expense tracking and reimbursement, office supplies management, and other ad hoc tasks as needed.
• Meeting Coordination: Arrange and coordinate meetings, conferences, and events, including logistics, agendas, and necessary materials. Prepare meeting minutes and follow up on action items as required.

Requirements

• Impeccable professional demeanor with a high level of integrity, reliability, and commitment to maintaining confidentiality.
• Proactive and resourceful in identifying and resolving issues independently, exercising good judgment in decision-making.
• Demonstrated ability to prioritize tasks, manage time effectively,
• Excellent written and verbal communication skills, with the ability to communicate effectively and professionally with diverse stakeholders.
• Exceptional attention to detail and accuracy in all tasks, from calendar management to document preparation.
• Experience as an executive assistant or in a similar administrative support role, preferably in a corporate environment would be an asset.
• Proficient in using various productivity tools, including Google suite and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calenda management software.
• Demonstrated ability to handle sensitive and confidential information with utmost discretion and professionalism.
• Strong interpersonal skills and the ability to collaborate effectively with colleagues at all levels of the organization.

How To Apply

If you meet the requirements and are looking for an exciting opportunity to contribute to a dynamic organization, we invite you to apply for the position of Executive Assistant. Please email your resume and cover letter to [email protected]

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Additional Info

Job Type : Full-Time

Location : Victoria, BC

Experience Level : Intermediate Level

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