Executive Assistant

Smart Choice Professional Services Inc. is a customer focused and boutique recruitment firm located in Greater Vancouver serving clients of various sizes in a broad range of industries throughout BC and Alberta since 2016. Our expertise is in placing Accounting + Payroll + Administration + HR professionals to the right opportunities. Our highly valued faith based client is looking for an Executive Assistant to join their growing team! Responsibilities: Proactively manage the Executive's calendar, scheduling across multiple time zones and adjusting to changing situations Manage the Executive’s inbox, filtering messages, prioritizing urgent issues, delegating and strategically advising on responses Anticipate meeting needs by preparing briefings, agendas, speaking notes, research summaries, action items and tracking for impact Ensure the Executive is equipped with the right information, at the right time, in the right format Employ strategic thinking to identify potential scheduling conflicts and propose proactive solutions to optimize the Executive’s time and focus Act as the primary administrative liaison between the Executive and senior leaders, staff, donors and global partners Manage the flow of communication with clarity, professionalism and speed ensuring messages are responded to, delegated, or actioned in a timely manner Maintain accurate records, contacts and stakeholder insights to support relational follow-up and effective communication Coordinate travel and itineraries for domestic and international trips with precision and efficiency Skillfully balance multiple competing priorities, adapting quickly to evolving situations and aligning with operational key results Oversee office operations, including vendor coordination, supplies management, shipping & receiving, facilities liaison and supporting a welcoming and engaging environment for our team and guests Support administrative systems, tracking and internal coordination within the Executive’s Office Manage confidential information with professionalism and discretion Serve as a warm, highly capable first point of contact for stakeholders engaging with the Executive Assist with special administrative projects that require precision, coordination and follow through Qualifications: Minimum 5 years of Executive Assistant experience supporting a senior leader in a fast-paced, high-volume environment Exceptional time management and prioritization skills, comfortable handling multiple competing deadlines and priorities. Strong strategic thinking and problem-solving abilities, with a proactive approach to anticipating needs and resolving challenges. Excellent written and verbal communication skills; able to summarize information, draft emails, and prepare briefings and speaking notes effectively High proficiency with Google Suite, MS Office, CRMs, and project management software; able to adapt quickly to new systems Strong problem-solving skills and the ability to stay calm and resourceful under pressure If you want to become a part of the very successful team, please email a copy of an updated resume in WORD document to [email protected] for immediate consideration! Thank you to all who showed interest in this opportunity. We will contact only those who have met the qualifications required by the role. The Smart Choice team looks forward to working with you to achieve your career goal.

Blessings, Michelle Yau, RPR, PCP | James Kwong, CPA, PCP | Co-Founders Recruitment Specialists in Accounting + Payroll + Administration + HR SMART CHOICE PROFESSIONAL SERVICES INC. | www.smartchoicepro.com