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Executive Assistant
Location Whistler Office
Department Executive
Reports To President and CEO
Status Part Time or Full Time
Closing Date Monday, December 18, 2017

Position Summary

This position is anticipated to be full time (32 hours per week) year round. For the right candidate, hours could be adjusted to a part time schedule (maintaining year round status). Reporting to the President and CEO, the Executive Assistant is an important role with a variety of administrative responsibilities, such as: acting as the point of contact between executives and internal/ external clients and key stakeholders, preparing presentations and reports, collating information for Board and Committee meetings, coordinating meeting schedules, organizing meeting set up and taking meeting minutes. While the primary focus for the Executive Assistant is to support the President and CEO, task and project needs will be required at times by the rest of the Executive Team.

Key Responsibilities

  • Act as a Tourism Whistler ambassador, living our purpose and vision with passion & energy, achievement and respect.
  • Provide administrative support including answering and directing calls and requests (i.e. membership, media, speaking engagements), follow up on outstanding matters, order supplies, prepare expense reports and maintain organised hard and soft copy files.
  • Proactively manage the executive calendar and ensure preparation needs are flagged and materials provided for upcoming meetings and deadlines. Ensure action items are tracked and followed up on appropriately.
  • Prepare monthly Board packages, and Board Committee packages. Attend Board meetings and Board Committee meetings, and prepare minutes for each. Organize the annual Board Retreat.
  • Coordinate and schedule internal/external meetings, conference calls, and special events.
  • Collect and prepare information, including PowerPoint presentations, prepare and distribute agendas and background information, and take minutes as requested.
  • Assist with preparation and distribution of annual Business Plan.
  • Establish and maintain accurate up-to-date systems to track paperwork/projects and keep up to date with both online and traditional file management.
  • Coordinate and book executive and management travel schedules as needed.
  • Interface with every level of the organization and assist Executives in developing and maintaining efficient and effective relationships within all areas of the company.
  • Provide support to the rest of the Executive team and assist with front office/reception coverage as needed and time allows.
  • Execute independent projects as assigned.

Knowledge, Skills & Abilities

  • Three plus year’s senior executive administrative experience.
  • Adaptable to change with a positive can-do attitude and demonstrated willingness to take initiative.
  • Exceptional verbal and written communication skills.
  • Extremely organized, with acute attention to detail.
  • Excellent time management skills
  • Digital proficiency in common computer programs (i.e. MS Office – Outlook, Word, Excel, Powerpoint) and computer fluency for everyday use.
  • Ability to work in a professional and confidential manner at all times and in all interactions with internal and external individuals and key stakeholders.
  • Strong financial skills, forecasting and budgeting experience an asset.

About Executive

Tourism Whistler is the official marketing organization for Whistler, British Columbia. This responsibility includes the operations of the Whistler Conference Centre, The Whistler Golf Club, Whistler’s Central Reservations and resort wide Visitor Services.

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