Executive Assistant

Overview / Responsibilities

Wood currently has an exciting opportunity for an Executive Assistant. Reporting to the Vice President, Operation, Mining & Minerals, North America, this position is based in our Vancouver, BC office. If you have a successful track record and thrive on challenges in a fast-paced environment, this is the opportunity for you.

Key Responsibilities

• To provide a wide range of advanced and diversified administrative and executive support functions of a highly responsible and confidential nature to the Vice President, Operation, Mining & Minerals, North America, and ad hoc support to other members of the leadership team
• Prepare confidential correspondence including bi-weekly and monthly reports, announcements, agendas, management presentation materials and other documentation for a wide variety of purposes.
• Act as a focal point, responding to requests and providing solutions when required.  
• Arrange and set up executive meetings, prepare and distribute minutes of meetings. Act as Recording Secretary when necessary, transcribing confidential information and recording minutes accurately.
• Manage the Vice President’s schedule by maintaining calendars, assist with email and contact management in Outlook, including making appointments as necessary.
• Assist with travel arrangements, preparing expense reports and reviewing, and checking expense reports submitted for approval by VP’s direct reports.  
• Responsible for arranging the mid-year and year-end performance reviews for VP’s direct reports.
• Responsible for timesheet and administrative approvals for VP’s direct reports
• Responsible for managing the onboarding and offboarding of VP’s direct reports
• Communicate with internal/external stakeholders on various policies or issues as required. Contact or respond to various stakeholder interests where each contact must be handled differently using judgment and discretion. Redirecting queries to appropriate person.
• Comply with the organization’s environmental, health & safety, recycling, sustainability efforts and quality assurance policies and standards,
• Lead the ‘Mining for Miracle’ annual fundraiser

Skills / Qualifications

• Minimum 7 to 10 years working at the Executive Assistant level
• A college diploma in Business Administration or related program
• Excellent communication and time management skills
• Excellent business writing skills
• Ability to handle multiple tasks and requests
• High standards of ethics and confidentiality to receive, handle and preserve highly sensitive and confidential information
• Highly proficient in the use of Microsoft Office skills (Excel, Word, PowerPoint, Teams, Outlook, SharePoint)
• Ability to maintain a professional and helpful demeanor and to deal effectively with individuals at all levels, building internal and external relationships
• Ability to effectively prioritize workflow, exercise good judgment and make decisions with minimal guidance
• Ability to work under minimal supervision in a fast-paced environment and flexibility to work overtime, when required
• Authorization to lawfully work in Canada without sponsorship from Wood is required

Key attributes: team player, co-operative, positive attitude, proactive and detail oriented

Company Overview

Wood is a global leader in engineering and consultancy across energy and the built environment, helping to unlock solutions to some of the world’s most critical challenges. We provide consulting, projects and operations solutions in more than 60 countries, employing around 40,000 people. www.woodplc.com

Diversity Statement (EEO)

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.