Administrative Assistant

Job Description:

Position Title: Administrative Assistant 1

Top IT Firm

Location: Hybrid: 3 days per week: Vancouver, BC. Hybrid role based in Vancouver 155 location

Contract Duration: 18 months

Contract on T4

Typical Day in the Role

• Purpose of the Team: The purpose of this team is ___The team is part of the Customer Support and Services organization (CSS), supporting customers with Unified Support contracts. The administrative assistant will primarily support the sponsor and a peer leader with day-to-day administrative activities.________.

• Key projects: This role will contribute to ____This role will support meeting coordination and notes, action-item follow-up, communications, expenses, travel coordination, and other general administrative responsibilities. There may be opportunities to contribute to business analysis work depending on the candidate's capabilities, but this is not a requirement._______.

Candidate Requirements

• Disqualifiers: Candidates who do not meet the core communication, quick-learning, and organizational requirements will not be eligible. The sponsor specifically requested candidates aligned to the 0–2 years of experience expected for this Level 1 role.

• Best vs. Average: The ideal resume would demonstrate strong communication and organizational skills, an ability to learn quickly, and early-career administrative experience. Experience using AI tools in day-to-day work is preferred but not required.

0-2 years of experience in:

1. Communication Skills
2. Coordinating travel arrangements / scheduling / managing events
3. Ability to learn quickly
4. Organization Skills

Performs a variety of complex administrative functions primarily for an individual manager and secondarily for a group. Manages schedule(s); coordinates travel arrangements; coordinates meetings and events; coordinates department financial operations, personnel operations, and facility operations; completes special projects as assigned.

Works 3 days a week from the Vancouver Office \ Working hours start at 8:00 AM

Participate in directors' calls, attentively listen in, and document minutes and action items, diligently tracking progress with stakeholders. Establish a consistent briefing rhythm with the directors to keep them updated on key developments and milestones.

Efficiently manage the calendars of multiple directors in the Americas region.

Assist in planning and executing travel activities for the directors.

Utilize tools, such as MSExpense, to effectively manage expenses for multiple Americas directors.

Gain deep understanding of the goals and strategies of the Americas Directors, ensuring alignment of team activities with their objectives.

Track and ensure completion of essential role-based compliance trainings, as well as actively collaborate on vital culture initiatives like Diversity and Inclusion (D&I), hiring, and onboarding.

Contribute to cross-team projects to adapt and thrive in the ever-evolving business landscape.

Take full ownership and execute management team off-site events, including crafting impactful content, organizing sessions, and coordinating travel arrangements when necessary.

Collaborate closely with team members to effectively deliver internal content, skillfully gathering information to create compelling storytelling materials that effectively articulate strategies, results, and goals for internal and external forums.

Plan and execute on team communication rhythm like All-Hands, Quarterly Team Calls, Roundtable Meetings with team members.

Analyze performance metrics to support team accountability in executing core business activities, driving continuous improvement and success.

Provide invaluable support for day-to-day operations and planning, ensuring seamless continuity of business operations during times of change or special circumstances.

Manage and cultivate relationships with leaders and peers within internal teams, establishing yourself as a trusted partner.

Leverage existing networks and actively build new connections to foster robust relationships that drive successful execution across the organization.

Support the directors in effectively communicating key goals, priorities, and definitions, ensuring clear and consistent messaging.

Offer valuable perspective and insights to the directors on specific areas within the organization, including communications, budgets, and team dynamics.

Provide support for the successful implementation of organizational changes, such as employee data management and skilling plans.

Contribute to cross-team projects, leveraging your expertise and engaging in project management efforts as needed.

Through engagement, actively foster an environment that promotes collaboration and teamwork among the geographically dispersed and hybrid management team

Please let me know if this is something you would love to do and help me with your updated resume. Feel free to reach out at Harshiv@ifgpr.com if you have any questions.

Thanks