Executive Assistant Jobs

Who we are:

Pushor Mitchell is a full service law firm located in Kelowna, British Columbia, in the heart of the Okanagan Valley.We are the largest law firm outside the lower mainland, with a team of 37 lawyers and over 100 employees, our skilled and talented team provides service in over 25 areas of law. The firm prides itself on providing excellence in service to our clients, innovative legal thinking, and cost effective solutions.One of the key values of the law firm is giving back to our community, and we support a number of charitable, athletic, cultural and professional organizations throughout the Okanagan that help our community thrive. We recognize that it's the committed and capable people that enable us to provide exceptional service to our clients make Pushor Mitchell the highly regarded firm that it is.

Who you are:

You're a skilled professional who values excellent client service and you pride yourself on delivering high quality work.You thrive in a collaborative environment and are continually seeking to learn and grow.You enjoy working with a team of dedicated professionals who share the common goal of making a positive contribution to our community.

Job Purpose:

The Executive Assistant is responsible for various administrative duties in support of the Human Resources Director and COO.The Executive Assistant is required to maintain confidentiality and professionally interact with employees, management, and the public.

Key Responsibilities:

·Human Resources Responsibilities:

oMaintain various human resources records, filing systems, databases and reporting requirements ensuring that confidentiality is maintained.

oProvide regular and ad-hoc reports to managers for such things as absentee tracking, vacations, LOA’s, metrics, and other reporting as requested.

oAdminister the employee benefits plans, liaise with the benefit carriers and brokers. Assist people with their various benefit inquiries and benefit coordination.

oInput employee vacation requests into ADP and internal databases; generate reports from ADP as requested.

oAssist in the completion of HR-related surveys and subsidy programs.

oCoordinate firm insurance policies.

oAssist in the administration of various firm committees.

oAid in the coordination of firm projects and annual activities.

oCoordinate summer student, article student and practicum student onboarding.

oCoordinate employee onboarding and offboarding, including enrollment into Firm internal programs.

oAssist in coordination of our employee appreciation events.

oCoordinate staff rewards (Birthdays, years of service, retirement)

·COO Responsibilities:

oRun weekly reports within our internal systems; follow-up with employees as needed to gather data required for reporting.

oDraft and distribute forms, letters, reports, and memos, as necessary.

oCoordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events.

oFormat information for internal and external communication- memos, emails, presentations, reports.

oTake minutes during meetings.

·Executive Assistance Responsibilities:

oProvide administrative support to the COO & HRD including: Meeting scheduling & preparation, calendar management, document coordination.

oProvide support with phone and email correspondence for relevant matters.

oTrack and submit receipts for expenses.

oKeep track of initiatives and projects – Bring Forward tasks in line with related schedules and ensure follow-ups are managed accordingly.

oMaintain work schedules and calendars of executive management, particularly the COO & partners.

Requirements:

• Superior attention to detail and ability to review, proof, and edit correspondence.
• Ability to manage multiple priorities across various stakeholders.
• Excellent problem-solving skills.
• Strong working knowledge of all MS Office Suite
• Service oriented, and skilled in communicating with employees and management.
• Ability to maintain confidential and sensitive information.
• Experience in an Executive Assistant or Administration role in a busy environment.
• Post-secondary certificate in a business-related field considered an asset.
• Excellent time management, highly organized.