Executive Assistant

We are recruiting an outstanding hands-on, energetic, and detail-oriented Executive Assistant to support our three-person C-Suite team. As our Executive Assistant, you will provide comprehensive administrative support to our C-Suite team, assisting them in managing their daily responsibilities efficiently, while also assisting with the communications function. Ability to multitask, prioritize, and maintain a high level of discretion are key to success. This Executive Assistant role is ideal for a personable professional with strong communication skills who thrives in a dynamic environment.  This is a full-time position that will work out of Rubicon Organics downtown office in Vancouver on a hybrid basis (3 days in office). 

Responsibilities  

·         Serve as the primary point of contact for internal and external stakeholders, including C-Suite team, clients, and business partners, demonstrating professionalism and exceptional communication skills. 

·         Manage C-Suite calendars, appointments, and travel arrangements, ensuring all logistical details are well-coordinated and executed flawlessly. 

·         Draft and prepare various documents, including correspondence, reports, presentations, and meeting agendas, maintaining accuracy and attention to detail. 

·         Maintain confidential records and files, ensuring that sensitive information is handled securely and in compliance with company policies. 

·         Coordinate and organize meetings, conferences, and offsite events, including logistics, agenda preparation, and post-meeting follow-up. 

·         Coordinate and organize board meetings including all logistical details for all board members. 

·         Be an active member of the Social Committee and support employee events.  

·         Conduct research and gather information to assist the C-Suite team in decision-making and problem-solving. 

·         Collaborate with cross-functional teams to facilitate efficient internal and external communication and coordination of projects. 

·         Provide general administrative support, such as managing incoming calls, sorting mail, and maintaining office supplies, including office management. 

·         Act as the Office Manager for our corporate office. 

Requirements: 

·         Proven experience as an administrative or executive assistant, preferably supporting C-suite staff. 

·         Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. 

·         Excellent written and verbal communication skills, with very strong attention to detail. 

·         Outstanding organizational and time management abilities, with the capacity to prioritize tasks effectively. 

·         Demonstrated ability to handle confidential and sensitive information with utmost discretion and professionalism. 

·         Strong problem-solving skills and the ability to work well under pressure. 

·         Exceptional interpersonal skills and the ability to build positive relationships with diverse stakeholders, including board members. 

·         Event Management experience would be an asset.  

·         Customer relationship management (CRM) experience preferred. 

·         Bachelor’s degree in a related field preferred; additional qualifications or experience in office administration or similar areas would be considered an asset.

Why Join Us 

·         Join a publicly listed, mission-led company focused on sustainability and product excellence. 

·        Work in a collaborative environment with smart people who value initiative. 

·        Competitive salary, 10% bonus potential. 

·        Flexibility through a hybrid schedule and three-week vacation to start

·        Dog-friendly office because great teams include four-legged coworkers too. 

·        Medical and dental benefits coverage. 

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