Office Assistant - Jobs in Kelowna, BC

Job Description

We are looking for an office assistant to provide functional support to the leadership team. This dynamic position requires the ability to anticipate needs, think critically and offer solutions to problems with a high level of professionalism and confidentiality to be successful in this role of attention to detail and accuracy is a must.About Vitalis Extraction TechnologyVitalis Extraction technology engineers manufactures and markets supercritical fluid extraction systems used to separate concentrates from organic materials for a wide range of industries including Food / Beverage / CPG, Pharma / Nutraceuticals and Industrial Sustainability. Our operations have grown to span five continents and are growing. We are proudly rooted in beautiful Kelowna BC Canada.At Vitalis, we treat our employees the way we treat our customers. We embrace diversity and equal opportunity and are committed to building a team that represents a variety of backgrounds, perspectives and skills.Responsibilities

• Manage leadership’s ever-evolving calendars to facilitate the most productive and efficient use of time and prioritize inquiries and requests. Make judgments and recommendations to ensure a smooth day-to-day engagements
• Facilitate the management of the facility including cleaners, building maintenance, meeting supplies (coffee/tea/cream/sugar/water), Receptionist log-in stations, and interior renovations
• Coordinate meeting schedules for the leadership team with all the logistics for meetings, events and video conferences including appropriate space equipment and materials. Schedule meetings, draft agendas, develop, compile and distribute presentation materials and record meeting minutes. Adhere to compliance with applicable rules and regulations set in bylaws regarding board matters
• Arrange international travel plans itineraries and trip agendas including the coordination of internal and external business meetings domestically and internationally
• Act as a liaison to the Advisory Board
• Complete expenses in mileage reporting monthly
• Serve as the primary point of contact for internal and external stakeholders and all matters pertaining to the executive including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action referral or response exercising judgment to reflect Vitalis policy
• Manage important follow-ups reminders and priorities
• Act as a culture carrier with the organization and continuously help cultivate and evolve the culture
• Keep leadership informed of significant issues/events requiring their involvement
• Anticipate the executives needs in advance of meetings, conferences etc.
• Plan leadership team off-site team building events and BOD meetings on an as-needed basis
• Provide a ‘gatekeeper’ and ‘gateway’ role providing a bridge for smooth communication between the Executive and staff, demonstrating leadership to maintain credibility, trust and support with executive team
• Work with the leadership team to coordinate Outreach activities. Follow up on contacts made by the team to cultivate ongoing relationships.
• Chair the Social Committee
• Provide hospitality to all guests and help to create a welcoming environment
• Invest in building and maintaining relationships with company Board Members, Advisors C-Suite and external partners and vendors

Qualifications

• Strong ability to execute work with a diversity, equity and inclusion lens
• Administrative experience supporting others
• Proficiency with Microsoft Office and desktop publishing software. Ability to design and edit graphic presentations and materials
• Strong English verbal and written communication skills
• Exceptional organizational skills and impeccable attention to detail
• High degree of professionalism in dealing with diverse groups of people including Advisory Board Members, Executive, Staff, Community Leaders, Donors and Funded Partners
• Make appropriate informed decisions regarding priorities and available time
• Ability to maintain a high level of integrity and discretion in handling confidential information, exercising extreme discretion
• Excellent judgment is essential
• Certificate from a recognized business office program in an asset
• Ability to set up letters, reports, presentations, etc in a professional format
• Ability to work under pressure
• Must have Canadian citizenship or a Canadian work visa

Why Vitalis

• Competitive salary
• Dental and extended Healthcare
• Life insurance
• On-site parking
• Vision Care

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