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Executive Assistant, Operations

LocationVancouver, British Columbia
Job ID R0002102 Date posted 09/11/2019

Job Description Summary

The Executive Assistant, Operations reports to the Senior Vice President, Operations and is responsible in handling detailed and complex scheduling and meeting planning, preparation of executive presentations, domestic and international travel arrangements, processing expense reports, drafting correspondence as well as activities that support overall department objectives, goals and related projects. This role requires exemplary agility in navigating multiple priorities with a focus on efficiency and time management, a positive “let’s get this done” attitude, and an ability to execute independently with precision and accuracy with little oversight.

Job Description

Duties and Responsibilities

  • Manage complex and challenging calendars, including scheduling meetings with participants in multiple time zones. Effectively resolve conflicting priorities using sound judgment and knowledge of all corporate and/or departmental needs that require urgency.

  • Arrange and draft meeting agendas, schedules and related documentation, and attend weekly Senior Leadership meetings. Prepare and issue minutes and action statements; follow-up as required on action items.  

  • Arrange and coordinate domestic and international travel and accommodation, including itineraries. 

  • Reconcile expense accounts and credit card statements for submission and payment processing in an accurate and timely manner.

  • Maintain and track progress toward an ongoing list of deliverables for assigned projects.

  • Synthesize information provided from multiple sources and produce high quality executive presentations.

  • Review incoming email correspondence and materials directed to the Executive and proactively bring significant items to their attention.

  • Draft correspondence on behalf of the Executive for their review and approval; this requires a broad knowledge of corporate and department operations.

  • Manage invoices and maintain real time budget versus actual reporting for assigned budgets.

  • Direct inquiries related to departmental matters to the appropriate team member.

  • Develop and maintain administrative processes, which reduce redundancy and improve accuracy while achieving organizational objectives.

  • Organize departmental meetings, quarterly planning, and social activities and events.

  • Organize and maintain filing for electronic and physical records, act as the Departmental File Administrator

  • Perform other duties as assigned.

Qualifications

  • Undergraduate degree is desirable, with at least 4 years of administrative and/or coordination experience. 

  • Previous experience in a similar role directly supporting senior management or executive level.   

  • High level of proficiency using Gmail, Google Drive and Google Docs.

  • Advanced skills with Microsoft Office Word, Excel, PowerPoint, Visio; excellent computer skills are a distinct asset.

  • Highly professional, adaptable with good judgment and understands the importance of discretion / confidentiality.  

  • Ability to work with precision and accuracy, demonstrates attention-to-detail and has excellent record keeping skills.

  • Strong organizational and planning skills in an office environment with fluctuating volumes and demands.

  • Ability to identify and implement administrative solutions to increase efficiencies.

  • Project coordination and event planning experience

  • Excellent communication skills (verbal, written and presentation) both in one-on-one and in group settings.

  • Team orientated – ‘one-team’ behavior is a must.

STEMCELL Technologies Inc. is a privately-owned biotechnology company based in Vancouver that helps power leading-edge life science research around the world. Scientists performing stem cell, immunology, cancer, regenerative medicine and cellular therapy research are among those who rely on our cell culture media, cell separation products, instruments, ancillary reagents and contract assay services. We create novel, useful, standardized products of unfailing quality and deliver them to more than 70 countries via our many regional offices plus distribution centres in Vancouver, Seattle, Grenoble and Singapore.  Driven by our love of science and our passion for quality, we see ourselves simply as “Scientists Helping Scientists” – standing by our customers to provide outstanding products, technical support and training.  We have over 1000 science-oriented employees globally, including 250 PhDs/MScs, with most others holding a BSc or engineering degree.  STEMCELL is proud to be the largest Biotechnology employer in Canada.

This is an opportunity to work with highly motivated colleagues in a science-oriented, creative and dynamic environment. We offer a competitive salary, excellent benefits and significant career development opportunities.

To apply please select the apply button. You will then be directed to a login screen asking you to set up an account. You must set up an account in order to apply. 

Create an account by selecting the create account button.  You will then be asked for your email and to create a password. Your Password must be eight characters long, contain at least one special character, one capital letter, and a number.Once you have created your password you will be asked to upload your resume. Uploading your resume will provide the ability to auto-populate your application with information from your resume. If you prefer to manually complete all of the fields in the application you can do this by clicking next. You can upload your cover letter as an attachment in the attachments screen. Thank you for your interest in STEMCELL!

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