Executive Assistant/Office Manager
OW
Vancouver, BC

Job Title: Executive Assistant/Office Manager

Who are we?

OW is a boutique Digital Marketing Agency and we specialize in Digital Marketing, including SEO/SEM, AdWords PPC, Facebook Ads, Content Marketing, Copywriting, Social Media Marketing, Web Design, eCommerce, and Sales & Lead Generation.

What we are looking for:

The Executive Assistant/Office Manager position will provide high level executive and administrative support. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, and will be exceedingly well organized, well spoken, and flexible. This individual must be able to function effectively in a variety of roles within a dynamic environment.

* This is an in-house position at our downtown Vancouver Yaletown office (not remote).

Responsibilities and Duties:

  • Schedule Management.
  • Administrative Support.
  • Communication Liaison.
  • General administrative duties.
  • Assist the Executive with daily schedules, including calendar management, written correspondence, agenda development, meeting/program planning, etc.
  • Coordinate all aspects of executive level appointments, meetings and conference calls.
  • Prepare and setup meetings (audio/visual/other) for Executives.
  • Handle incoming emails, respond to enquiries.
  • Prepare documents to support sales & marketing.
  • Arrange travel management for the executives.
  • Prepare and review materials and correspondence for meetings.
  • Take minutes during the executive meetings.
  • Generate reports using MS Office and GSuite (Google Docs and Google Sheets).
  • Act as liaison for Executive to both internal associates and external contacts.
  • Provide general administrative support (mailing/faxing/scanning/filing/copying).
  • Maintain office equipment, order office supplies.
  • Other Admin duties as required.

Qualifications:

  • Minimum of 1 year administrative experience supporting high-level executive and other admin duties.
  • Business or Administrative Diploma or Bachelors Degree, preferably in Business or Commerce.
  • Excellent written and verbal communication skills.
  • Strong analytical, project management, and time management skills.
  • Strong organizational skills.
  • Ability to work effectively with multiple critical timelines.
  • Experience working with complex calendar management and scheduling.
  • Proactive mindset with strong deadline orientation.
  • Excellent verbal and written communication skills.
  • Exceptional organization skills, ability to multitask and prioritize work activity based on need, attention to detail, initiative, and follow-through skills.
  • Ability to learn difficult concepts quickly while offering creative solutions.
  • Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook and GSuite (Google Docs and Google Sheets).
  • High level of confidentiality, professionalism, and flexibility.
  • Outstanding ability to think creatively, strategically, identifying and resolving problems.
  • Super attention to detail and ability to see the big picture of a project.
  • High levels of integrity, autonomy, and self-motivation.
  • Ability to handle timeline shifts in stride and re-organize priorities accordingly.
  • Self-starter and problem solver.
  • Ability to analyze data.
  • Incredibly organized and detail oriented.
  • Ability to work effectively with multiple critical timelines.
  • Amiable personality that is fun to work with and displays positive attitude/energy.
  • Honest, reliable, and loyal (doing exactly what you say you will).
  • You must be an amazing team player.

To be successful in this role, you should be flexible, adept at handling fluctuating workloads, and receptive to the needs of an extremely busy individual.

Experience: Executive Assistant/Office Manager: 1 year (Preferred)

Location: Vancouver, BC (Required)

To apply, please submit your resume, cover letter, and salary expectation.

Job Types: Full-time, Part-time

Experience:

  • Executive Assistant/Office Manager: 1 year (Preferred)