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.What you'll do: 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 We encourage you to apply if you have:Education and Experience 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 valuable judgment on the telephone, email and in person

Experience developing and setting office administrative standards and procedures

Experience in supporting executive management Knowledge, Skills, and Abilities 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

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

📌 Executive Assistant (1 year term) (Vancouver)
🏢 Landsure
📍 Vancouver