Executive Assistant

Job description

Executive Assistant Primary Location: 342 Water St, Vancouver, BC Work Model: In-office (On-site) Employee Status: Permanent, Full-time Salary Range: $70,000 to $90,000 per annum The Company Bridgemans Services Group LP provides flexible, full-service vessels for industrial workforce accommodation, logistics and ferry service at any location throughout the world. BSG customizes services to the exact needs and locations of clients, ensuring that solutions meet precise specifications, including logistics, crew transfers, housekeeping, catering and the fulfillment of all HSE requirements. Position Summary The Executive Assistant provides high-level administrative and organizational support to the President and the Executive, Support Specialist. This position serves as a trusted point of coordination between the executives, internal departments, clients, business partners and other external stakeholders. The role requires exceptional judgment, discretion and organizational ability. The Executive Assistant manages complex schedules, communications, meetings, travel and competing priorities while helping ensure that the President’s commitments, decisions and action items are effectively coordinated and completed. Key Responsibilities Executive Support Manage complex calendars for the President, including meetings, appointments, travel and competing priorities. Anticipate scheduling conflicts, preparation requirements and executive follow-up needs. Coordinate internal and external meetings, including invitations, agendas, supporting materials and meeting logistics. Prepare President for meetings by gathering relevant background information, correspondence, presentations and supporting documents. Track commitments, decisions and action items to support timely completion. Draft, review and format correspondence, reports, presentations, briefing notes and other executive materials. Manage confidential and sensitive information with professionalism and discretion. Communication and Coordination Serve as a key point of contact between the executives and employees, clients, contractors, professional advisors and business partners. Review and prioritize incoming communications, requests and meeting invitations. Prepare professional correspondence on behalf of the President. Coordinate communication and information flow between departments and business divisions. Follow up with internal and external parties regarding outstanding information, approvals, deliverables and deadlines. Ensure urgent and time-sensitive matters are brought to the Presidents attention. Meetings and Follow-Up Schedule and coordinate meetings. Prepare agendas, presentations, reports and background materials. Attend meetings as required and prepare accurate minutes or summaries. Maintain action-item registers and follow up with responsible individuals. Support recurring leadership and operational meetings by coordinating departmental updates and consolidating reporting. Maintain organized records of decisions, approvals and key correspondence. Travel and Expense Administration Arrange domestic and international travel, including flights, accommodations, ground transportation and detailed itineraries as required. Coordinate changes and resolve travel-related issues as they arise. Prepare and reconcile expense reports and corporate credit card transactions. Maintain appropriate supporting documentation and ensure expenses are submitted in accordance with company policies. Operational and Administrative Support Assist the Executive, Support Specialist with cross-departmental coordination and operational priorities. Support special projects, corporate initiatives, events and executive assignments. Conduct research and compile information to assist with executive decision-making. Identify administrative process improvements and implement practical systems to improve efficiency. Provide backup administrative support to the executive office when required. Perform other related duties consistent with the position. Qualifications Diploma or degree in business administration, office administration, communications or a related field is preferred. Minimum five years of progressive executive-support experience, preferably supporting senior executives. Experience supporting executives in a fast-paced, project-based or operational organization is an asset. Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams and SharePoint, implementation of AI tools. Strong experience coordinating complex calendars, meetings and domestic and international travel. Excellent written and verbal communication skills. Demonstrated ability to prepare polished correspondence, presentations, reports and meeting materials. Experience working with confidential corporate, financial, legal or personnel information. Core Competencies Exceptional organization and attention to detail Sound judgment and professional discretion Ability to anticipate executive and organizational needs Strong prioritization and time-management skills Professional and diplomatic communication Initiative, resourcefulness and follow-through Ability to manage changing priorities and tight deadlines Confidence working with senior leaders and external stakeholders Collaborative and service-oriented approach Ability to work independently with limited supervision Reporting Relationships Reports to: President and Executive, Support Specialist Works closely with: President, and Executive Support Specialist, Working Conditions Primarily office-based, with flexibility required to support executive schedules and changing business priorities. Occasional work outside regular business hours may be required. Some domestic or international travel may be required. The position regularly handles confidential and commercially sensitive information. At Bridgemans Services Group LP we believe that each employee contributes directly to our growth and success. We are committed to workplace excellence, safe work environments and the communities where we work and live. Bridgemans Services Group LP hires on the basis of merit and is committed to Employment equity and development.