Administrative Assistant

at  Rubicon Organics Inc

We are recruiting an outstanding hands-on, energetic, and detail-oriented Administrative Assistant to support our C-Suite team. As our Admin Assistant, you will provide comprehensive administrative support to our C-Suite team, assisting them in managing their daily responsibilities efficiently. Your ability to multitask, prioritize, and maintain a high level of discretion will be key to thriving in this role.

Responsibilities

• Serve as the primary point of contact for internal and external stakeholders, including C-Suite team, clients, and business partners, demonstrating professionalism and exceptional communication skills.
• Manage C-Suite calendars, appointments, and travel arrangements, ensuring all logistical details are well-coordinated and executed flawlessly.
• Draft and prepare various documents, including correspondence, reports, presentations, and meeting agendas, maintaining accuracy and attention to detail.
• Maintain confidential records and files, ensuring that sensitive information is handled securely and in compliance with company policies.
• Coordinate and organize meetings, conferences, and offsite events, including logistics, agenda preparation, and post-meeting follow-up.
• Coordinate and organize board meetings including all logistical details for all board members.
• Be an active member of the Social Committee and support with employee events.
• Conduct research and gather information to assist the C-Suite team in decision-making and problem-solving.
• Collaborate with cross-functional teams to facilitate efficient communication and coordination of projects.
• Provide general administrative support, such as managing incoming calls, sorting mail, and maintaining office supplies, including office management.
• Act as the Office Manager for our corporate office.

REQUIREMENTS:

• Proven experience as an administrative assistant or in a similar role, preferably supporting C-suite staff.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent written and verbal communication skills, with very strong attention to detail.
• Outstanding organizational and time management abilities, with the capacity to prioritize tasks effectively.
• Demonstrated ability to handle confidential and sensitive information with utmost discretion and professionalism.
• Strong problem-solving skills and the ability to work well under pressure.
• Exceptional interpersonal skills and the ability to build positive relationships with diverse stakeholders, including board members.
• Event Management experience would be an asset.
• Customer relationship management (CRM) experience preferred.Bachelor’s degree in a related field preferred; additional qualifications or experience in office administration or similar areas would be considered an asset.
  This is a full-time position that will work out of Rubicon Organics downtown office in Vancouver.

• Serve as the primary point of contact for internal and external stakeholders, including C-Suite team, clients, and business partners, demonstrating professionalism and exceptional communication skills.
• Manage C-Suite calendars, appointments, and travel arrangements, ensuring all logistical details are well-coordinated and executed flawlessly.
• Draft and prepare various documents, including correspondence, reports, presentations, and meeting agendas, maintaining accuracy and attention to detail.
• Maintain confidential records and files, ensuring that sensitive information is handled securely and in compliance with company policies.
• Coordinate and organize meetings, conferences, and offsite events, including logistics, agenda preparation, and post-meeting follow-up.
• Coordinate and organize board meetings including all logistical details for all board members.
• Be an active member of the Social Committee and support with employee events.
• Conduct research and gather information to assist the C-Suite team in decision-making and problem-solving.
• Collaborate with cross-functional teams to facilitate efficient communication and coordination of projects.
• Provide general administrative support, such as managing incoming calls, sorting mail, and maintaining office supplies, including office management.
• Act as the Office Manager for our corporate office