10 results for Senior Administrative Assistant in White
Legal Administrative Assistant<p>Our client, a family law firm, is seeking an experienced intermediate to senior-level Legal Administrative Assistant to join their dynamic practice in downtown Vancouver. The successful candidate will support one senior lawyer and one junior lawyer.</p><p> </p><p>Main responsibilities:</p><ul><li>Calendar management & travel arrangements</li><li>Conducting intake for all files</li><li>Preparing correspondence and managing extensive email communications</li><li>BF management</li><li>Trial preparation</li><li>Communicating with clients and counsel for mediations and arbitrations and organizing file materials</li><li>Drafting or assisting to draft settlement documents</li><li>General administrative duties</li></ul>Personal Assistant<p>Our client in the mining industry is looking for a Personal Assistant to mange the personal and professional life of a senior executive. This is an in office role based in Downtown Vancouver, if your background aligns with the below details click apply below.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li><strong>Project Management:</strong> Handle assigned projects by researching, executing, and providing updates to the executive.</li><li><strong>Property Management:</strong> Oversee property managers and coordinate maintenance tasks. Maintain vendor and contact records. Prepare properties for executive visits and manage clean-up afterward. Serve as emergency contact for vendors, including alarm companies, and coordinate payments.</li><li><strong>Travel Coordination:</strong> Manage all business and personal travel arrangements, including flights, transportation, and itineraries. Coordinate private aircraft logistics, including maintenance and crew training. Plan and execute personal vacations. Track executive's travel days and US entry admissions.</li><li><strong>Vehicle Management:</strong> Manage insurance renewals and state registrations. Coordinate repairs and maintenance.</li><li><strong>Insurance and Assets Management:</strong> Coordinate home insurance renewals for properties and track valuable items (e.g., jewelry, art, wine).</li><li><strong>Visa and Immigration:</strong> Manage US visa renewals for the executive, family, and employees as needed.</li><li><strong>Securities and Investments:</strong> Verify filings related to securities purchases and assist with private placements. Complete filings for public companies.</li><li><strong>Event Planning:</strong> Coordinate business and personal events and team office events. Handle reservations, ticket purchases, and registrations.</li><li><strong>Administrative Support:</strong> Provide backup for the Controller and handle insider filings, banking, and investment trading. Ensure confidentiality agreements are completed by new employees. Manage petty cash and assist with various executive tasks, such as drafting letters and managing correspondence. Schedule meetings and maintain records.</li></ul><p><br></p>Administrative AssistantWe are offering a short-term contract employment opportunity for an Administrative Assistant in Vancouver, British Columbia. This role will be a blend of remote and in-office work, with the majority of the week spent working remotely. The industry we operate in requires diligent organization and attention to detail, particularly in managing customer records and inquiries.<br><br>Responsibilities:<br><br>• Coordinating calendars, committee members, and schedules for events<br>• Booking meetings and ensuring necessary resources such as coffee and catering are available<br>• Typing, reviewing, and sending out notes<br>• Keeping track of sponsorships and following up where necessary<br>• Assisting in fundraising campaigns, which may include writing or proofreading letters<br>• Answering inbound calls and responding to customer inquiries<br>• Processing donations over the phone and maintaining accurate records<br>• Sending out thank you cards to donors<br>• Utilizing Microsoft Office and Canva to create and manage social media posts<br>• Scheduling appointments and coordinating marketing events<br>• Performing data entry tasks and managing email correspondence.Administrative Assistant<p>A great opportunity to work with a great team! We are sourcing for a professional Project Administrative Assistant! This position reports into the Project Manager while assisting other members of the team. If you enjoy being busy and learning new skills, this is a great opportunity for you!</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Create, distribute, and maintain reports, forms, documents, specifications, standards, and other files.</li><li>Support project teams to ensure smooth project operations, facilitating any administrative project tasks (e.g., meeting minutes, action logs).</li><li>Provide high-quality, efficient project documentation, follow-up reminders, and updates from project meeting action items.</li><li>Format and edit technical documents</li><li>Facilitate project close-outs with the project team.</li><li>Provide a professional and welcoming atmosphere to guests and co-workers at the office front desk, with flexibility to assist project teams as needed.</li><li>Respond to internal and external inquiries and requests with tact and diplomacy.</li><li>Oversee boardroom bookings, coordinate calendars, manage requests, and schedule meetings.</li><li>Handle travel bookings and arrangements.</li><li>Perform all other project administration and reception duties as required.</li></ul><p><br></p><p><br></p>Office AdminWe are offering a contract to permanent employment opportunity for an Office Admin in the mining industry. This role is located in Vancouver, British Columbia, and requires the candidate to be physically present in the office. <br><br>Responsibilities:<br>• Answering incoming phone calls and emails, while also greeting guests and receiving mail couriers<br>• Ensuring the office is secure by managing office assets such as locking doors<br>• Maintaining the office environment by taking care of facilities like water cooler, coffee machine, and dishes<br>• Ordering necessary office supplies such as printing papers, pens, and printer ink<br>• Providing ad hoc support by assisting with social events, booking vendors, and other administrative duties<br>• Managing a low volume of calls, which could range anywhere from 1-10 calls per day<br>• Acting as a cultural ambassador for the company, accommodating global travelers and ministers who visit the office<br>• Assisting with the onboarding process of new employees, including tech setup<br>• Possibility of additional administrative duties, offering a variety of opportunities.Executive Assistant<p>Are you a proactive, detail-oriented professional with a passion for supporting leadership in a dynamic legal environment? We’re seeking a highly competent Executive Assistant to support the owner of a well-respected legal firm.</p><p><br></p><p>Key Responsibilities:</p><ul><li>Provide comprehensive administrative support to the owner, including scheduling, correspondence, and meeting coordination.</li><li>Manage project-based tasks with precision, ensuring timely completion and attention to detail.</li><li>Act as a liaison between the owner and internal/external stakeholders, maintaining professionalism and confidentiality.</li><li>Oversee daily operations to ensure the smooth functioning of the office.</li><li>Handle special projects and initiatives as assigned.</li></ul><p><br></p><p><br></p>Executive Assistant<p>We are in the process of recruiting an Executive Assistant to join our clients team based in Vancouver, British Columbia. This role functions within a hybrid work environment, facilitating the smooth operation of our executive department. The Executive Assistant will be primarily responsible for managing calendars, facilitating meetings, and ensuring effective communication within the team. This position offers a short term contract employment opportunity. </p><p><br></p><p>Responsibilities:</p><p>• Manage and organize the Executive Director's calendar, ensuring efficient scheduling and rescheduling of meetings as necessary</p><p>• Attend board meetings and weekly leadership meetings, taking accurate minutes for record-keeping and distribution</p><p>• Assist in the preparation and coding of invoices and expense reports</p><p>• Facilitate effective communication within the executive department, including correspondence and conference calls </p><p>• Coordinate travel arrangements as required, ensuring all logistics are handled efficiently</p><p>• Assist with external correspondence and meeting support, ensuring all communication is handled professionally and promptly </p><p>• Distribute meeting minutes to relevant parties in a timely manner</p><p>• Use Microsoft Office and SharePoint tools to perform tasks efficiently and accurately.</p>Executive & Personal Assistant<p>My Downtown client within the Real Estate industry is looking for an ambitious, highly organized and professional Executive Assistant to join their team. This is a fully in office role. The role will support the CEO and provide support to the senior executive team on occasion. Some of the key responsibilities will include, - heavy calendar management, travel arrangements, meeting coordination, presentations, reviewing, editing, formatting documents along with some personal assistance. This is a really exciting organization join a reputable, fun and growing organization. This successful candidate will be someone who thrives in an environment with highly motivated and driven professionals, who enjoys coming to a beautiful office space and collaborating with team members.</p><p><br></p><p><br></p>Executive Assistant<p>Calling all experienced Executive Assistants my Downtown client within the not for profit space is seeking an experienced Executive Assistant to join their team. This role will support a busy CEO, some of the responsibilities will include working with the Board of Directors, heavy calendar management, communications, travel arrangements, partner with members of the executive team. The ideal candidate will be someone who is highly technical, has extensive board experience, can manipulate multiple internal and external software systems, generate reports and interpret the data in digestible and attractive format. The ideal candidate will have experience with project work and/or working on tight deadlines in a fast paced environment.</p><p><br></p><p>This is an exciting role as the organization continues to grow and the successful candidate will be a key member of a fun and high performing team. This organization supports employees with professional development and long term growth opportunities.</p><p><br></p>Proposal Coordinator<p><strong>Job Opportunity: Proposal Coordinator</strong></p><p><br></p><p><strong>Location:</strong> Langley, BC</p><p><strong>Salary Range:</strong> 60,000 - 70,000</p><p><strong>Employment Type:</strong> Full-Time</p><p><br></p><p><strong>About the Company:</strong></p><p>Our client is a dynamic organization in the construction industry known for its commitment to excellence and innovation. They are seeking a highly organized and detail-oriented Proposal Coordinator to join their team. This confidential opportunity is perfect for a candidate with exceptional writing and coordination skills who thrives in a fast-paced, collaborative environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li><strong>Proposal Development:</strong> Prepare, edit, and format proposals, ensuring they are accurate, engaging, and compliant with client requirements.</li><li><strong>Collaboration:</strong> Partner with internal teams, including sales, marketing, and technical staff, to gather information and align proposal content with company objectives.</li><li><strong>Content Management:</strong> Maintain and update a library of proposal templates, standard responses, and relevant documentation.</li><li><strong>Timeline Management:</strong> Track proposal deadlines, delegate tasks as needed, and ensure timely submission of deliverables.</li><li><strong>Quality Assurance:</strong> Review and proofread all documents for consistency, grammar, and adherence to company standards.</li><li><strong>Market Research:</strong> Analyze client requirements and industry trends to craft tailored responses that enhance the organization’s competitive edge.</li></ul>