Reporting to the Senior Vice President, Programs the Senior Executive Assistant provides administrative support to the PMO, Planning, and SCM departments to ensure smooth office and administrative operations. This position also supports the Vice President, Finance (NSS). The Senior Executive Assistant coordinates the planning and implementation of the senior leader’s activities and projects in order to support the attainment of the office’s strategic objectives while maintaining the highest standard of quality. Responsibilities include organizing meetings, coordinating correspondence and communications, managing schedules, arranging travel and preparation of documents and reports.
Note: Due to business needs, this position is required to be fully on-site based at 2 Pemberton Avenue, North Vancouver.
What you’ll do
Provides administrative support for the departments, as well as Executive Support.
Coordinates the planning and implementation of the department’s operational activities.
Ensures that the office operates optimally by developing and implementing procedures, processes and work tools that align with the office’s strategic objectives, orientations and priorities to provide senior management with a standardized and high-quality support service.
Manage senior leaders’ schedules; schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings. Maintains updated lists of department employees and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents & files and follows up on decisions.
Supports senior management in planning and implementing priority and strategic projects. Leads the planning and implementation of high-level administrative activities and projects.
Works on complex administrative processes and databases to develop and test administrative procedures to ensure they are fully in line with organizational needs.
Organizes and prepares complex documents using a variety of applications for technology devices such as standard office software. Also responsible for gathering and summarizing data for special reports.
Arrange venues, equipment, catering, accommodation, and travel for participants arriving from various locations to ensure the smooth running of medium scale event.
Partners with facilities to support ad-hoc requests could include floor plan updates, reporting, and planning.
Performs ad-hoc administrative support for other departments including training, supporting, and partnering with other administrators within the VSY and regions across Seaspan.
Supports in ensuring our people have the right quality and quantity of supplies to do their jobs.
Engages warmly and proactively welcome employees and guests, while addressing any office inquiries and managing meeting room logistics.
What you’ll bring
Completion of a diploma or degree in business administration or business-related field.
Executive Assistant experience in a corporate office environment assisting senior level executives.
Advanced level proficiency with Microsoft PowerPoint, Word, Excel, and Outlook, internet functions (including the use of search engines to research information).
Corporate governance experience (taking minutes and resolutions in meetings/board meetings; corporate records and document management; knowledge of contracting authorities and protocols for signing legal and banking documents, etc.).
Excellent written, verbal and interpersonal communication skills.
Embraces the importance of responsiveness and availability.
Highly organized with strong multi-tasking skills and the ability to prioritize, organize multiple concurrent assignments and meet deadlines.
Ability to work effectively under pressure in a fast-paced environment.
Advanced knowledge of and technical dexterity with Microsoft Office products and office-related technology.
Easily works under minimal direction with broad guidelines.
Ability to always maintain discretion and confidentiality.
Solid understanding of office procedures and operational standard methodologies.
Resourceful and flexible. Willing and able to take initiative when needed.
A professional that possesses a positive attitude.
Why you’ll love working here
This is a full-time, permanent position. With multiple operations and long-term projects, Seaspan employees enjoy job stability as we look ahead to build ships for decades to come.
In addition to an annual bonus and pension plan matching, this role provides you with a very competitive salary in line with the successful candidate’s experience.
We also provide the best-in-class health and wellness benefits package for this position, including things such as extended health care (i.e. paramedical services for massage therapy, speech therapy, mental health coverage, physiotherapy, and more), dental care, vision care, life insurance, medical leave coverage, parental leave coverage, childcare benefit partnership, $500 personal spending account, and an Employee Family Assistance Program (EFAP).
Free Onsite Gym.
Parking is included and to assist those that are using transit, we operate a complimentary shuttle bus Monday through Friday with various pick-up and drop-off points around North Vancouver.
The estimated salary for this position is $84,600-$103,400. In determining final salary, Seaspan considers many factors including the successful Candidate’s skillset and experience as well as position location and internal equity. The final base salary offer will be at the Company’s sole discretion and presented as part of a competitive total compensation package.
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