Executive & Office Admin Assistant

Executive Assistant and Office Administrator

See yourself at Wallenius Wilhelmsen. We collaborate, we care, we challenge every day to keep the world in motion and transform logistics into a zero- emissions, carbon-free industry. Join us and make it happen! 

The Executive Assistant and Office Administrator play a pivotal role in our organization.  They provide comprehensive administrative support to the Vice President for Canada Operations and the Operations Management Team while ensuring the efficient functioning of our office.

The role's focus will be on managing the VP Canada Operations schedules, coordinating travel arrangements, facilitating meetings, and spearheading event planning efforts while supporting Managers in other departments.

To be successful in this role, you should be well-organized, have excellent time management skills, decision making, and be able to act without guidance.  If you thrive in the fast-paced world of multitasking, showcasing your exceptional organizational skills and effective communication while diving into the nitty-gritty details, then this is the opportunity for you.

Reports To:  Vice President, Canada Operations

Location:  Delta, BC – On-site

Job Type:  Full-time

Work Hours:  Monday to Friday 7:00 am – 3:30 pm

Salary: $60,000 - $80,000 a year

• Acting as the point of contact between the VP of Canada Operations, internal or external colleagues, and customers.
• Gather and maintain information supporting the VP of Operations Team meetings and decisions.
• Assist in preparing meeting agendas, meeting minutes, follow-up, and follow-through on outstanding action items.
• Coordinate and follow up on action items and business issues as directed by the VP of Operations.
• Collation and prepare presentations for customer meetings when needed.
• Assist the Management team in travel planning and settlements.
• Light accounting duties such as credit card statement reconciliation and monitoring office expenses and costs.
• Align, plan, and coordinate meetings and Company events (e.g., holiday party, staff lunch, summer BBQ).
• Assist local HR and office management on an ad-hoc basis with various tasks.
• Keeping the executive office tidy and presentable with all necessary materials.
• Greeting and welcoming guests and visitors to the Administration office.
• Handling correspondence for the office, such as emails, letters, packages, and phone calls.
• Prepare outgoing mail by drafting correspondence, securing parcels, etc.
• Oversee office supplies and services, including restocking supplies and preparing office supplies for office staff’s new hires.
• Ensure availability to help colleagues and employees where necessary, answer questions, and directing them to the appropriate management team.
• Assist and provide support to special projects as requested.
• Other projects/duties as assigned for the overall benefit of the organization.

• Bachelor's degree in related field is preferred, but relevant experience can compensate for education.
• 3-5 years of experience in a similar role, including supporting executives.
• Proven track record of effectively interacting with management team.
• Ability to plan, self-starter and multitask.
• Ability to multitask and prioritize tasks.
• Excellent time management skills.
• Well developed organizational skills and attention to detail.
• Strong communication skills, with excellent command of English, both written and verbal. Able to share information efficiently and effectively.
• Expert proficiency with Microsoft Office (Outlook, Word, Excel and PowerPoint).

Personal Attributes:

An ideal candidate will have a high ethical code and an earnest desire to present themselves to a high professional standard, display good judgement in discretion when entrusted with confidential and sensitive information, possess excellent organizational and interpersonal skills, fully understand the meaning of stewardship, and take pride in helping and supporting people.

• Strong ability to execute work promoting inclusion across a diverse global organization.
• Detail and accuracy oriented.
• Structured and well organized. Excellent time management skills.
• Service minded and flexible. Ability to anticipate needs and propose solutions.
• Team player with strong interpersonal skills and able to relate to people at all levels.
• High level of integrity and ability to work and think independently.
• Able to maintain a high level of integrity and discretion in handling confidential information.

ABOUT US 

Wallenius Wilhelmsen is an iconic shipping and logistics company with premium end-to-end supply chain management.  Our vision is to empower people and markets through a sustainable flow of goods and services.  

We transport and handle cars, tractors, trains, windmills, or even whole factories for some of the most well-known companies in the world. Our eyes will always be on supreme quality in everything we do, while moving towards zero-emission logistics. We are powered by nearly 8200 people, working on vessels and at ports, at vehicle and equipment processing centers, and offices in nearly 45 countries. When added up, the effort of our global workforce keeps the world moving. 

OUR COMMITMENT TO DIVERSITY, EQUITY, & INCLUSION 

We are a global group of people from diverse backgrounds and lifestyles. Wallenius Wilhelmsen is proud to be an equal opportunity employer committed to building a workplace where all contributors feel they can bring their best selves every day, learn from each other, and be appreciated. We recognize that Diversity, Equity, and Inclusion is central to our business outcomes because it touches every part of our operations and strategy. Our journey towards sustainable and integrated logistics compels us to attract people with diverse experiences, skills, and abilities.