Executive Assistant
Scanline VFX
Vancouver, BCThis was removed by the employer on 12/11/2018 2:44:00 PM PST
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Full Time Job
ROLE SUMMARY
Seeking proactive organizing expert!
As the Executive Assistant to the President and studio leadership team at ScanlineVFX, you have fun in an environment where no two days are the same. You are the right hand to the owner of the company and the left brain for positive, creative solutions to running smooth day to day operations. For you, no job is too big or too small and all projects are completed on time, on budget and done to the highest of standards and quality. As a senior team member you personify; professionalism, confidentiality and discretion.
Ongoing improvement and best practices to workflow and process make you appear as an efficiency ninja. High energy and passion for Administration shines through what you do and at all levels of the organization.
Expect to partner with the President and studio leadership team where duties cross over and are shared in a fast paced and fast shifting environment that requires you to think on your feet, take initiative, and learn new things quickly.
RESPONSIBILITIES
Executive Assistant
• Calendar management for President and studio leadership; scheduling internal and external office meetings and personal appointments.
• Travel management; scheduling, tracking, organizing, planning and ensuring all information is delivered in a concise and timely manner.
• Personal tasks and errands; phone call screening, correspondence and document preparation, personal bill payment, record keeping, reporting, credit card reconciliation, household payments, errands, purchasing, maintenance, special projects and tasks as assigned.
• Prioritize people and situations in need of attention and manage VIPs, confidential and sensitive information with the appropriate judgement and discretion; internal and external stakeholders.
• Create and maintain personal action items, to-do-list, and follow up and follow through proactively maintaining/providing status updates in a timely fashion.
• High level client and VIP services; ordering meals, setting up refreshments, cleaning/tidying meeting rooms, technical set ups, arranging transportation/accommodations etc.
• Highest level of professionalism; friendly, approachable, open, flexible, open to feedback.
• Various duties as assigned.
Office Administration
• Owner and maintenance of meeting room calendars, scheduling, confirming, negotiation for meeting space and relevant attendees and ensuring smooth communication flow and able to shift quickly as needed.
• Reception coverage; answering phones, receiving and sending courier packages, welcoming visitors
• Responsible for Opening/Closing Procedures; training other on opening/closing procedures.
• Own and manage internal Facilities web page; communication to studio of updates, changes, standards etc. (Confluence)
• Assist with HR tasks as needed; performance evaluations, data entry etc.
• Event coordination for onsite and offsite; company parties, special events, etc. (300 people)
• Understand key functions of support roles and studio projects.
• Other administrative and miscellaneous tasks as required/assigned
QUALIFICATIONS & SKILLS
• University or College Degree/Diploma in Administration or Industry related in a production environment; preferred.
• Intermediate – Expert MS Excel Skills; MS Word and office suite.
• Expert; Calendar Administration (preferably using OX calendar) Basic Confluence maintenance knowledge; Database experience; preferred
• Successful track record of Executive Assistant experience minimum 2 years.
• Office Administration Facilities experience 3 years.
• Proficient in organizing worldwide travel/accommodation.
• Self-motivated, highly organized and results-oriented individual who works with little or no supervision, and demonstrates initiative, flexibility, teamwork, grace under pressure, and anticipates and resolves problems; escalates as needed.
• Advanced administrative and organization skills; good judgement.
• High level of professionalism when speaking with VIP visitors and executives
• Solution oriented; strong analytical and problem-solving skills
• Polite, easy-going, patient and service-oriented; can do attitude!
• Maintains the highest level of personal integrity.
• Detail oriented and ability to complete work assignments with a high degree of quality
• Ability to manage multiple tasks and prioritize tasks.
• Self-motivated, highly organized and results-oriented individual who works with little or no supervision.
• Thrives in a fast-paced-change-environment; able to manage in a fast changing, and at times, ambiguous environment
• Excellent interpersonal skills; exceptional verbal and written communication skills
• Takes initiative and goes beyond established framework; looks for new ideas and creative solutions to overcome challenges
• Balances a strong work ethic and going-the-extra-mile enthusiasm with levity and humility; has contagious energy and dedication while enjoying the process and understand where he/she fits in the overall group or structure
• Team player with good sense of humor!
REQUIREMENTS
• Must be flexible with availability; work evenings, (some OT) and weekends; on call at times.
BENEFITS INCLUDED
Extended Medical
Disability Insurance
Dental Insurance