Executive Assistant

GHD Group Pty Ltd•Vancouver, BC

1d•Hybrid

About The Position

GHD is searching for a highly organized and proactive Executive Assistant to provide comprehensive administrative support to multiple executives within our Western Canada region. The ideal incumbent will possess exceptional communication skills, the ability to manage multiple priorities, and a keen attention to detail. This role requires a resourceful individual who can thrive in a fast-paced environment while maintaining confidentiality and professionalism. In this dynamic role, you will provide expert administrative support, including coordinating executive’s activity and commitments, complex diary management, organization of travel itineraries, and internal and external meeting coordination and support. The Executive Assistant will play a key role in creating a sense of community and representing GHD values to the larger enterprise. Although this role can be based in any offices within the Western Canada GHD region (Vancouver, Calgary or Edmonton), our preference is for this position to be based in our Vancouver office for co-location with the Regions General Manager.

Requirements

College diploma or university degree
8 to 10 years of experience as an Executive Assistant supporting multiple executives
Strong understanding of confidentiality when handling sensitive information, coupled with a motivated self-starter attitude and a robust work ethic
Pride in delivering high-quality work, highly organized and adaptable, with excellent time management and coordination skills
Proficient in planning and organizing meetings with attention to detail, while building trust at the leadership level
Ability to work both independently and collaboratively to foster positive relationships in a collaborative team-based environment
Proven capability to establish and maintain strong, trust-based, relationships with stakeholders at all levels, enhancing collaboration and communication
Exceptional verbal and written communication skills
Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)

Nice To Haves

Previous project management experience
Previous experience working in an engineering consulting firm or similar environment
Bilingual fluency across English and French is highly desirable

Responsibilities

Cultivate strong relationships with internal and external stakeholders to facilitate collaboration and achieve strategic objectives
Organize and prepare materials for meetings, including developing agendas, compiling background information, and creating presentations, taking minutes and preparing summaries of meetings
Serve as a point of contact between executives and internal/external stakeholders, ensuring timely and effective communication including to peer counterparts in other regions of GHD
Assist executives with special projects and initiatives, conducting research, compiling data, and preparing comprehensive reports and presentations as necessary
Provide high-level administrative support to multiple executives, including but not limited to calendar management, scheduling meetings, coordinating travel arrangements and processing expenses
Coordinate regional events and team-building activities, managing logistics and attendee communication
Handle sensitive information with discretion and ensure compliance with company policies regarding confidentiality