Location: Vancouver, BC
Employment Type: Full Time / Hybrid / Term (3-year fixed term contract)
Language Designation: Both English Essential and English/French Bilingual (BBB) positions
Posting Close Date: February 16, 2025

KEY ACCOUNTABILITIES

Strategic Executive Support

• Plans, directs and coordinates the development and delivery of executive services required to meet the overall business needs of the Executive. Proactively identifies and addresses Executive’s needs, manages processes and workflows seamlessly, manages the executive’s time effectively and in line with priorities.
• Advises the Executive on relevant issues and remains up-to-date on emerging issues.
• Maintains and fosters effective liaison with other areas of the organization and stakeholders in order to manage and coordinate emerging issues for a timely resolution.
• Assesses the urgency and sensitivity of issues and requests to the Executive and informs senior management and other stakeholders of priorities requiring immediate attention; follows-up on priorities.
• Researches issues and acquires supporting documents, drafts correspondence, reports, and decision-making documents.

Project Coordination

• Supports in the execution and planning of various projects, including setting timelines, managing project schedules, and tracking key milestones.
• Coordinates tasks, roles and responsibilities among project team members, ensuring deadlines are met and deliverables are complete on time and on budget.
• Coordinate the development of briefing notes and memos for the board meetings, ensuring all materials are accurate, concise, and aligned with strategic priorities. This includes managing timelines and facilitating the review and approval process to deliver final materials.

Communications

• Acts as a focal point and gatekeeper for incoming inquiries and requests for the Executive
• Manages and organizes a high volume of incoming and outgoing correspondences and ensures that all outgoing correspondence meets protocol requirements and internal standards.
• Develops and maintains communications links and an extensive network with senior management, partners, senior officials of industry, etc. to foster effective working relationships for the management and coordination of sensitive issues; and ensures collaboration and identifies, coordinates and advises on key requirements and expectations of the Executive.
• Manages information flow and quality control of documents (i.e. presentations. handouts, meeting materials, briefings). Edits documentation for appropriate language, style and grammar.
• Routes and responds to questions/requests, prioritizes issues and ensures that they are handled accordingly.

Event & Travel Coordination

• Arranges and coordinates meeting and event logistics for the Executive and the business unit.
• Coordinates and manages travel arrangements, bookings, and travel expenses for the Executive(s).
• Prepares detailed itineraries and agendas.

Calendar Management & Meeting Preparation

• Arranges conference calls and meetings for the Executive.
• Develops and circulates meeting materials, including, but not limited to meeting agendas, documentation, and meeting minutes.
• Manages the complex needs of the Executive’s schedule and calendar, which includes organizing private, sensitive and confidential meetings.
• Anticipates and maintains awareness of priorities, monitors tasks and deadlines, anticipates Executives’ needs, and makes critical decisions to prioritize meetings

Administrative Support

• Prepares, reviews, and proofreads documents, reports, presentations and briefings, and handles meeting minutes when necessary.
• Manages administrative tasks related to service providers, including credit cards, travel arrangements, office supplies, beverages, and remote conferencing. Ensures these products and services are consistently available, and that they follow established policies and procedures.
• Interprets and applies established Destination Canada procedures, and identifies courses of action to resolve administrative issues.
• Provides advice, information and instructions to Destination Canada employees related to administrative and other services and Destination Canada control features required for those services.
• Coordinates and administers contracts, including tracking, routing documents for approval, and managing sign-off on contracts and partnership agreements.
• Supports the business unit(s) with contract coordination, Statements of Work, vendor performance management, and tracking spend with individual suppliers.

Financial Support

• Manages day-to-day financial duties, including processing and managing invoices and expenses and reviewing monthly GL statement, while following financial and procurement policies.
• Monitors and reports on financial activities, ensuring compliance with established guidelines and standards.
• Prepares budget and financial reports, including variance and forecast reports, and provides advice and recommendations on line items.

Information Management

• Compiles and manages the updating and storage of important documentation on behalf of the Executive and the business unit.
• Protects sensitive information and upholds confidentiality of information.

Other Duties

• Performs other related duties.
• Provides backup for other EA or Senior EA positions when needed.

THINGS YOU SHOULD KNOW:

• This role follows a hybrid work arrangement, where work is performed onsite at least 2-3 days per week. Please note the work arrangement is subject to change.
• We are looking to fill several openings for this role across a variety of interesting departments, including Marketing, Finance, and Industry Engagement.
• These openings have a fixed end date— one of is an 18-month maternity leave coverage term role, the other openings are three-year term roles.
• Several openings are in unionized roles
  At Destination Canada, we believe that Canada’s diversity is its greatest asset and is what touches travellers’ hearts most deeply. To that end, we are committed to inclusive leadership within our workplace, workforce, and interactions with partners and travellers alike. Destination Canada is an equal opportunity employer committed to reflecting Canada’s diversity through fair and accessible hiring and employment practices. All qualified applicants will receive consideration for employment. If you require accommodations at any point in the recruitment process, please reach out to accessibility@destinationcanada.com.
  We know that applying for a new job can be both exciting and intimidating, and we sincerely appreciate your interest and effort. Only those applicants under consideration will be contacted.

PRIVACY POLICY ACKNOWLEDGEMENT

Personal information collected in relation to your application is collected pursuant to the Canadian Tourism Commission Act and under the Privacy Act. It will be used to evaluate your application and maintain an inventory of candidates for work opportunities and staffing pursuant to Destination Canada’s personal information banks PSU 911 and PSE 902. Information will be retained for a minimum of 2 years.
By submitting your application, you acknowledge and agree to our Privacy Policy

ABOUT THE ROLE:

We are seeking a Senior Executive Assistant to provide advanced administrative, operational, and executive support to our Vice Presidents and C-Suite Executives. In this role, you will oversee and implement a wide range of administrative services, including calendar management, travel and event coordination, providing financial support, information management, and communication services.
You will also serve as a central point of contact for internal and external stakeholders, addressing emerging issues with discernment, proactivity and an excellent understanding of organizational issues. As a Senior Executive Assistant, you will demonstrate a deep understanding of executive needs and organizational nuances, effectively handle complex and high-stakes responsibilities, and represent the Executive’s brand and interests. This position also includes providing project coordination support to the Executive and their wide organizational unit. If you are known for your leadership, proactivity and ability to understand the environment, we’d love to hear from you.
We are looking to fill several openings for this role across a variety of interesting departments, including Marketing (reporting to the CMO), Finance (reporting to the CFO & CDAO), and Industry Engagement (reporting to the VP, Industry Engagement)!

Other Duties

• Performs other related duties.
• Provides backup for other EA or Senior EA positions when needed