Executive Assistant - Jobs in Victoria, BC

Job Description

Our agency is expanding and were looking for an executive assistant to support our entire executive team. This means youll be supporting multiple executives across all departments in a fun fast-paced agency environment.‍This is a full time in-office position. Remote will not be considered.‍You have a passion for organizing, helping and most importantly scheduling. Your file organization will become the envy of our agency and your ability to get multiple clients and internal team members into a Zoom room will make you an unsung hero. Your email communications are clear, concise and polite and youre not afraid to use multiple channels (voice, IM, and email) to remind team members of meetings due dates. You get a weird sense of satisfaction when your Zoom call has perfect audio and renders out a complete glitch-free recording. Lastly, you dont mind running office errands, ordering snacks for the office and helping out on set when were filming commercials.You do not need to answer phones : )What you’ll do‍

• Work with all executives to schedule meetings (G Calendar, Zoom, Google Meet and Slack)
• Ensure all client meetings are recorded and saved (G Drive)
• Attend meetings and take notes with a clear emphasis on decisions and action items. Ensure notes are disseminated to the executive team in a consistent predictable format
• Assist on-set for commercial video shoots. Thus includes pre-production venue rentals, equipment rentals, contractor / actor logistics, scheduling and and communications as well as on-set assistance with release forms, food orders, and general help during live production shoots
• File organization. Helping executives will file management (G Drive) to ensure all files related to web, video and campaigns are saved in the correct locations.
• File retrieval. Quickly, locating and delivering digital files based on requests from the executive team. Meeting notes, client presentations, design files and legal documents are real-world examples of files youll need to help retrieve with little notice.
• Schedule and setup Zoom and Google Meet calls to ensure all parties have links well in advance and are clear on how to join
• Prep rooms for client-calls. This includes audio / visual equipment
• Ensure client calls are recorded and saved to the appropriate client folders (G Drive)
• Shipping and postage. Eg, sending hard drives to remote team members, sending Christmas cards to clients
• Light copy QA. Editing client facing documents for typos and spelling
• Light data and content entry. Data entry will include CRM contact updates. Content entry will include adding content (text / images) to website content management systems, ticket drafting and recording bugs during internal QA‍

Tools used by our EAs

• Google Calendar
• Zoom & Google Meet
• Calendly.com
• Google Drive
• Google Docs & Google Sheets
• Slack
• Online ordering system (eg, Save On Foods, Staples)‍‍

What you’ve got‍

• 1+ years in an EA position or similar
• Meticulous file organization in a digital context
• Great communication skills both verbal and written
• Positive and supportive attitude
• A proven knack for polite persistence. In other words, proactive follow through with team members and clients to ensure they show up for scheduled meetings and have the relevant documents for a productive meeting
• Ability to handle multiple inputs / requests in time-sensitive situations. This job is not for introverts or reactive personality types.‍

An asset, but not required:‍

• An interest in web design, storytelling and advertising
• Experience with content management systems (eg, Wordpress)
• A desire to move up to a client-facing role in our agency

Salary will be commensurate with skills and experience.‍Why One Net‍Our small but mighty agency has been at work for 14 years with the name drops to prove it. Our office (and heart) is in Victoria, but our clients are international.We’ve done work for companies like Lenovo, AppLovin, Uber, and Google, but we also love to work with innovative tech start-ups building a range of disruptive technology in AI, data science application security, video game software and hardware. See some of our work here.‍Covid protocols‍We understand that COVID has presented unique challenges for how we connect and work together. We have physical distancing in place and frequent sanitation to keep everyone safe.‍One Net offers:‍

• Competitive compensation
• Great benefits package
• Annual education allowance
• An organization with strong core values
• A team oriented/collaborative environment
• Exciting clients
• Quarterly group activities / Annual retreat
• Bring your dog to work
• Downtown office location
• Remote working and flex hours

‍How to apply‍Job Type: We are looking to fill a full-time employment position at our physical office in Victoria, BC.One Net is committed to creating an inclusive employee experience where everyone is treated with respect.‍Please email your resume and cover letter to hr@onenetinc.com with the subject “Executive Assistant”. Cover letters can be in the form of an email.‍This position is for Canadian citizens, permanent residents of Canada or foreign nationals with a valid Canadian work permit. One Net will not sponsor work or immigration visas at this time.‍Are you a contractor (freelancer)‍One Net often hires value-added contractors (freelancers) in the areas of virtual assistants, design, illustration, web development and video production. If you are a contractor interested in working with our agency, please send your resume and work examples to: partners@onenetinc.com‍We thank all applicants who apply; however after initial acknowledgement, only those selected for further consideration will be contacted.Quick Apply

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