Executive Assistant / Office Administrator

at  Conuma Coal Resources

ABOUT US

Escape the ordinary and embrace a rewarding career with Conuma Resources! With three surface mines, located in the stunning landscapes of Tumbler Ridge and Chetwynd, British Columbia, we are a leading Canadian producer and exporter of metallurgical coal, at the heart of the global steel industry. Our operations position us as a key player in serving customers across South America, Europe, and Asia. This role is based at our Vancouver Office. Infrequent travel to the company’s head office in Tumbler Ridge and our mine site locations may be required.

EDUCATION, EXPERIENCE & QUALIFICATIONS

• Certificate, Diploma, or Degree in Business Administration, Office Management, or a related field is preferred.
• Prior experience working as an Executive Assistant or Office Administrator, particularly in a corporate setting, is highly valued.
• Experience managing vendor relationships.
• Organized with the ability to manage multiple tasks and projects simultaneously.
• Demonstrated ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
• Ability to attend and document meetings accurately, providing valuable communication between stakeholders.

TECHNICAL COMPETENCIES & SKILLS

• Proven safety and attendance record.
• Excellent English communication skills, both written and verbal, with the ability to liaise effectively with all levels of staff and external partners.
• Exceptional organizational and time-management skills.
• Advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Strong interpersonal skills with a proven ability to maintain professional relationships.
• Knowledge of basic accounting principles and administrative support to financial teams.
• Ability to handle sensitive and confidential information with discretion.
• Detail-oriented with a commitment to accuracy and quality in all tasks.
• Flexible and adaptable to change, with a positive attitude towards problem-solving and team collaboration.
• Competence in managing logistical aspects of executive travel, meeting organization, and event planning, ensuring smooth and efficient operations.
• Flexible and adaptable, capable of responding effectively to changing priorities and tasks in a dynamic work environment.
• Commitment to providing exceptional support to executive teams, contributing to the achievement of organizational goals and objectives.

• Provide comprehensive administrative support to the Chief Financial Officer (CFO) and additional staff within the Vancouver Office.
• Maintain high levels of confidentiality and diplomacy across all forms of communication.
• Collaborate with the Executive Assistant/Office Coordinator based from the Tumbler Ridge Office to maintain streamlined processes and effective communication.
• Manage calendars, meeting requests, and schedules for executive team members, optimizing their time and resources.
• Record, edit, and distribute minutes from meetings to ensure accurate and timely communication with stakeholders.
• Coordinate travel arrangements for staff, including flights, accommodations, and itineraries, in partnership with a designated travel agency.
• Oversee inventory levels and procure equipment, furniture, and supplies, liaising with vendors for essential services such as IT support and janitorial needs.
• Manage facility needs to ensure the maintenance and upkeep of common areas and coordinate necessary repairs and maintenance.
• Prepare, collate, distribute, and file documents such as supportive documentation, PowerPoint presentations, and correspondence.
• Organize office space assignments and configurations, ensuring all employees have the required workspace and equipment.
• Work closely with the IT department to ensure the maintenance and optimal functionality of major office equipment.
• Coordinate the replacement or restocking of essential company property for employees, including business cards and cell phones.
• Plan and execute meetings and events, managing logistics such as catering services and venue setup for on-site and off-site engagements.
• Support the executive team in attending industry events, facilitating their participation and representation of the organization.
• Prepare and manage documents and reports, such as expense reports, for executive review and approval.
• Handle purchase requisitions for the Vancouver office to ensure the timely and efficient acquisition of goods and services.
• Provide accounting and administrative support to the accounting, finance, logistics, and procurement teams as needed.
• Design and refine PowerPoint presentations for key meetings and events, ensuring they are visually compelling and aligned with organizational objectives.
• Utilize Excel to create and maintain spreadsheets for financial analysis, budget tracking, and data management.
• Conduct mail merges in Word for targeted communications, ensuring consistency with organizational branding.
• Manage Outlook for efficient email correspondence and calendar scheduling, supporting the executive team’s efficiency and productivity.
• Perform other duties and tasks as assigned.