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Executive Assistant to the Corporate Secretariat

Full Time
Vancouver, BC     

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.We have an excellent full-time opportunity for a discreet, diplomatic Executive Assistant to support the Corporate Secretariat of a Board office.  The successful candidate is an integral part of the Corporate Secretariat team, which includes the Vice President, Legal; General Counsel and Corporate Secretary; and Manager, Policy and Research.  You will also work closely with the Executive Assistant to the Vice President, Legal, as the two positions back each other up as workload demands, as well as with other members of the executive office.  This position requires an individual who can act independently with a high level of professionalism, confidentiality, judgment and discretion


Key responsibilities include:

  • Supporting your Manager and being a key member of the Corporate Team

  • Responding to inquiries from the Board of Directors

  • Maintaining calendars, including scheduling and/or rescheduling Board, Committee, Task Force and other meetings

  • Coordinating and assembling Board meeting packages and presentations

  • Keeping the Manager and Corporate Secretary apprised of deadlines and action items

  • Administering the Board of Directors’ third party online portal

  • Maintaining corporate records and preparing annual filings

  • Managing regular mail and email

  • Administering various financial functions (e.g., processing Board meeting fees, invoices, expense claims and purchase orders)

  • File maintenance

  • Managing event logistics, ranging from Board meetings to key stakeholder meetings

  • Making travel arrangements



  • Minimum of 5 years’ demonstrated administrative support experience at a senior level

  • Excellent organizational skills with an attention to detail

  • Exceptional interpersonal and communication skills with strong editing and proof-reading capabilities

  • Demonstrated ability to prioritize and use critical thinking and problem solving as well as the ability to make decisions quickly

  • Proven ability to exercise confidentiality, tact and discretion; common sense and a practical approach are integral

  • Ability to deal with various stakeholders ranging from colleagues and business partners to Board members and outside organizations

  • Capacity to work well under pressure; not easily ruffled; stays even-keeled in potentially stressful situations

  • Solid MS Office skills (Word, Excel, Outlook and PowerPoint) in order to prepare correspondence, reports, and presentations, and manage a large volume of email; comfortable with web-based solutions to manage Board portal; familiarity with Adobe Acrobat Pro an asset

  • Team player with a willingness to assist other Executive Assistants during peak periods


Other desirable qualifications include:

  • Event management skills

  • Minute taking skills

  • Ability to work flexible hours, including occasional early mornings on Board meeting days and, on an exception basis, early evening hours

Competitive compensation package.  Please send your resume in WORD format only to the attention of Kristel Rundmann.


Posted: October 17, 2016
Closes:December 16, 2016
Email Address:
Company Info
Staffing, Recruiting, HR Outsourcing

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About Hunt Personnel/Temporarily Yours

Hunt Personnel/Temporarily Yours is one of Vancouver's most well-established and successful recruitment firms. We recruit top quality candidates for some of the most high profile companies in the ...