Executive Assistant

at  123Dentist

123Dentist is Canada’s oldest and largest dentist-owned network of dental practices with more than 425 locations nationwide and more than 5,000 employees and growing. We provide Canadian dentists and
dental practices with an array of non-clinical support and resources, including accounting, HR, marketing, as well as supply & equipment procurement. By leveraging our unmatched management experience, marketing expertise and state-of-the-art technologies, we allow dentists to take advantage of a practical and effective alternative to practice ownership and focus on what they’re best at - being a dentist!
We are seeking an experienced Executive Assistant to join our team for our fast-paced Head Office located in Burnaby. The ideal candidate will have exceptional organizational and time management skills, be able to support the needs of the executive leadership team and manage the busy day-to-day operations of the office. This role will be on-site position.
This is a permanent position based out of our Burnaby, BC Head Office.
Job Overview:
The Executive Assistant is responsible for handling complex and confidential internal and external matters and stakeholders, including liaising on behalf of the executive with external parties where senior level representation involves a high degree of professionalism and confidentiality.
This role is inclusive of detailed and complex scheduling and meeting planning, representing the Executive with external commitments (for example, Board membership, speaking engagements on behalf of 123Dentist etc), project coordination, preparation of executive presentations, involvement with confidential HR matters, domestic and international travel arrangements, expense reports and other correspondence. Due to the increased scope of this role, incumbents most often are supporting a core Executive member and their department, requiring a strong level of discernment and judgement in anticipating and identifying potential issues and opportunities within the department, as well as requiring the ability to build strong interpersonal relationships with employees across all levels, internally and externally.

EDUCATION, CREDENTIALS, QUALIFICATIONS:

• Bachelor’s degree with 6-10 years of relevant experience or master’s with 4-8 years of experience supporting c-level executive member a must.

REQUIRED SKILLS & ABILITIES:

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• Advanced knowledge of MS office suite (excel, word, PPT, outlook)

• Highly professional and adaptable with proven judgment and discretion.
• Sensitivity to confidential matters is required.
• Demonstrated initiative and organizational skills.
• Solid attention to detail.
• Project or event planning experience is a significant asset.
• Excellent oral and written communication skills.
• Exceptional computer skills are a distinct asset.
• Flexible, able to work on evenings and weekends as required

• Liaise with both internal and external contacts on behalf of the Executive to ensure the effective coordination of departmental activities, as well as for the scheduling and communication around external board meetings and company represented events.
• Manage detailed and complex scheduling and meeting planning requirements for both internally and externally required responsibilities, across multiple stakeholders and timezones.
• Anticipate the needs of the Executive based on the shifting priorities of the day, week & month, applying discernment and judgement to flag potential issues, opportunities and actions that may need to be taken and/or addressed.
• Understand organizational policies/procedures and can act independently in setting priorities to incoming items for review and prepares a variety of materials on behalf of the Executive, including correspondence and materials to external
• Boards, which requires a broad knowledge of corporate and department operations, as well as industry knowledge.
• Maintain & tracks progress toward an ongoing list of departmental projects and deliverables.
• Provide additional support including: ensuring travel and accommodation arrangements are made and expensed appropriately; manages invoices and maintains real time budget versus actual reporting for departmental budget; organizes departmental meetings and takes minutes at group meetings and distributes them in a timely manner.
• Develops and maintains administrative processes, which reduce redundancy and improve accuracy, while achieving organizational objectives.