Executive Assistant to the Director, Vancouver, Canada – Immigration Support Possible

Visa type confirmed: Immigration Support Possible

Job Title: Assistant to the Director

We are currently looking to hire a full-time, experienced Assistant to the Director to manage multiple responsibilities and utilize various software for record-keeping and strategy implementation. This role may include social media content creation and management as well as marketing support. The suitable candidate will provide vital information management, organizational, and administrative support to the Director at our Vancouver location. If you possess the majority of the essential criteria, we encourage you to apply, and we welcome transferable skills from other industries or backgrounds.

About You

The ideal candidate will be thoughtful, trustworthy, resilient, flexible, and willing to do whatever it takes to get the job done to improve our organization and support the Director’s needs. You understand our core values and can play a part in advancing administrative processes and overall operations. You are extremely organized, detail-oriented, and self-motivated, with experience providing administrative support to high-level executives. Additionally, experience in social media management or digital marketing is an asset, equipping you to plan and create engaging content while assisting in broader communications initiatives.

Key Responsibilities

Administrative Support

• Provide full secretarial and administrative services, including word processing, organizing diaries, travel arrangements, and handling written correspondence and telephone messages.
• Conserve the Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications.
• Maintain the Director’s appointment schedule by planning and scheduling meetings, classes, conferences, and travel.
• Prepare reports for the board of directors by collecting and analyzing information.
• Prepare budgets, reconcile, and track related income and expenses.
• Act as a bridge between artistic, wardrobe, and administrative responsibilities relating to productions and events.

Brand Management & Strategy

• Support and track marketing and promotional activities, including brand management, advertising, web, and design collateral.
• Contribute to strategic advertising plans and budgets for key campaigns throughout the year.

Marketing & Events

• Oversee all written communications and develop copy for e-newsletters, advertising campaigns, website, social media accounts, and business development content.
• Capture and curate regular content (photos, videos, stories) to showcase activities and engagements across social media platforms.
• Help plan, write, and maintain social media calendars in coordination with internal teams and external partners.
• Liaise with partners and stakeholders to align on social media calendars and cross-promotional events.
• Produce branded print and digital design materials for campaigns while working with external marketing and design agencies when necessary.
• Manage incoming media inquiries, produce media kits, schedule interviews, and facilitate media personnel on-site.
• Support all aspects of planning, logistics, and communications for events, photoshoots, and presentations.
• Assist with marketing, promotional, and sponsorship events while ensuring the delivery of cross-promotional initiatives.

Support Business Development and Communications

• Support the Director in meetings with key external stakeholders to advance and promote the organization’s work.
• Develop and implement key recruitment initiatives.
• Contribute to sponsorship and fundraising initiatives.

Operations & Facilities Coordination

• Ensure meeting preparation is carried out and rooms are booked and set up in advance with all necessary equipment and refreshments.
• Contribute to the IT Strategic Plan.
• Manage vendor relations.

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VJCAdministration & Office Support