Executive Assistant (1 year term)

Land Title & Survey Authority of BC (LTSA) / LandSure Systems•Vancouver, BC

3d•CA$64,900 - CA$81,100•Onsite

About The Position

LandSure Systems Ltd. (LandSure) is looking to hire a temporary full-time Executive Assistant (1-year term) to join our Products division. LandSure is a subsidiary of the Land Title and Survey Authority of BC (LTSA), a publicly accountable, statutory corporation that manages BC's land title and survey systems. Our team of nearly 100 employees supports the LTSA through information system consulting services, project management, customer support, and communications. We offer meaningful work in the public interest. In support of the Province’s 30-point housing plan, LandSure has helped the LTSA build and launch the Condo and Strata Assignment Integrity Register as well as the Land Owner Transparency Registry, a first-of-its-kind registry. We offer an innovative, performance-driven culture. We have helped the LTSA become a leader in automated property registration and through technology, we are reducing turnaround time for customers and improving the consistency, accuracy and efficiency of the LTSA’s services. We also build and manage innovative products such as ParcelMap BC and AUTOPROP, which support access to information for the land and real estate sectors. We offer balance. LandSure provides employees with the ability to work for a stable, independent, values-driven technology company. The environment is entrepreneurial, innovative, and fast-paced yet supportive. Our culture is of mutual respect, constantly improving our professional and personal skills, and celebrating our accomplishments. The Executive Assistant provides project, operational and administrative support to the Vice President and Chief Product Officer and VP and Chief Information Officer at LandSure. This position handles matters that require a high degree of professionalism, judgment and discretion. The incumbent takes initiative for planning, organizing and executing a wide variety of duties to ensure the smooth and efficient management of the team and office resources.

Requirements

Completion of a post secondary diploma or degree in administrative management, human resources, legal assistance, public policy or commerce or the equivalent combination of education and experience
Minimum of 5-7 years’ experience in progressively more responsible administrative support positions
Experience in handling confidential matters and managing sensitive issues with tact, diplomacy and good judgment on the telephone, email and in person
Experience developing and setting office administrative standards and procedures
Experience in supporting executive management
Excellent verbal and written communication skills with the ability to produce business documents.
Strong attention to detail with the ability to research, analyze and compile complex information and prepare reports and other documentation
Possesses strong business acumen with the ability to make decisions, manage time effectively, and keep organized with conflicting priorities.
Proficient in Microsoft Office 365 (Outlook, Word, Excel, Power Point, Teams and SharePoint) and understanding of other computer applications such as mail tracking systems and project management software such as Confluence
Knowledge of basic accounting procedures, including budget tracking and contract administration.
Highly-motivated individual who takes initiative and works effectively and independently with minimal direction.
Establish and maintain effective working relationships with a wide variety of individuals or groups both internal and external to the organization
Applicants must be legally authorized to work in Canada.

Nice To Haves

Demonstrates a personal management style that builds and fosters a productive and healthy corporate culture
Ability to undertake both routine and special confidential projects on behalf of the Executive and other management positions

Responsibilities

Maintains and updates Outlook calendars for the VPs by planning, monitoring, and coordinating daily/weekly schedules including changing or revising appointments as necessary
Anticipates the needs of the VPs several weeks/months in advance, takes action on routine or simple tasks, and for more complex tasks initiates discussions with VPs
Ensures VPs are prepared for each week/month with materials, documents, and presentations
Organizes team meetings including weekly/monthly meetings and special sessions by coordinating meeting logistics, developing agendas, distributing materials in advance, taking minutes, and preparing and tracking action items
Liaising with external vendors to set up quarterly business review meetings.
Tracks and follows up on the accountabilities of the VPs with respect to action items from meetings including Executive and Staff meetings
Ensures security of confidential documents and maintains the filing system for all documents in the offices of the VPs
Prepares a variety of confidential meeting materials and correspondence such as letters, briefing notes, Board materials, detailed reports, and slide presentations including graphs, diagrams etc.
Receives visitors to the office including contractors, stakeholders, and business partners
Conducts research and analysis on a wide range of often confidential and sensitive corporate and operational initiatives
Maintains office administration and financial management processes such as invoice management, contract administration, and asset management
Processes and tracks purchase requests and ensures all corporate procedures are followed; tracks contract dates and proactively manages renewals
Works collaboratively with other Executive Assistants and employees of the LTSA to ensure client and service delivery issues are handled in a timely and efficient manner
Manages travel arrangements including booking flights, hotels, cars etc. and processes expenses and assisting with visa paperwork.
Assisting Corporate IT with non-disclosure agreement and policy sign offs
Acts as backup for reception when required