Executive Assistant Business Events

Location: Vancouver BC

Department: Business Events

Employment Type: Full Time / Hybrid / Term 3year fixed term contract)

Language Designation: English Essential

Posting Close Date: April 27 2025

About Destination Canada

Tourism is the heartbeat of communities from coast to coast to coast. At Destination Canada our aspiration for the tourism industry is to generate wealth and wellbeing for all of Canada and enrich the lives of our guests. Our mission is to influence supply and build demand for the benefit of locals communities and visitors through leading research alignment with public and private sectors and marketing Canada nationally and abroad. We seek diverse ingenious thinkers teeming with intellectual curiosity and a deep desire to grow Canadas tourism industry strengthening the sociocultural environmental and economic vitality tourism brings to Canada.

About the role:

We are seeking an Executive Assistant Business Events to provide administrative operational and executive support to the Executive Director Business Events at Destination Canada. This role encompasses a variety of responsibilities including calendar management travel and event coordination financial administration communications and more. Additionally the position offers project support for both the Executive Director and the Business Events team. In this role you will serve as a key contact on administrative matters addresses issues in a discerning and proactive manner and foster a wellorganized and efficient operating environment for the Executive and the team. If you have strong organizational skills a knack for problemsolving and enjoy supporting others to achieve their goals wed love to hear from you!

Note: While this posting is for the Executive Assistant Business Events role applications received may also be considered for other Executive Assistant opportunities as they arise.

Key accountabilities

Administrative Support

• Prepares reviews and proofreads documents reports presentations and briefings and handles meeting minutes when necessary.
• Manages administrative tasks related to service providers including credit cards travel arrangements office supplies beverages and remote conferencing. Ensures these products and services are consistently available and that they follow established policies and procedures.
• Interprets and applies established Destination Canada procedures and identifies courses of action to resolve administrative issues.
• Provides information and instructions to Destination Canada employees related to administrative and other services and Destination Canada control features required for those services.
• Coordinates and administers contracts including tracking routing documents for approval and managing signoff on contracts and partnership agreements.
• Supports the business unit(s) with contract coordination Statements of Work vendor performance management and tracking spend with individual suppliers.

Financial Support

• Manages daytoday financial duties including processing and managing invoices and expenses and reviewing monthly GL statement while following financial and procurement policies.
• Monitors and reports on financial activities ensuring compliance with established guidelines and standards.
• Prepares budget and financial reports including variance and forecast reports and provides advice and recommendations on line items.

Information Management

• Compiles and manages the updating and storage of important documentation on behalf of the Executive and the business unit.
• Protects sensitive information and upholds confidentiality of information.

Event & Travel Coordination

• Arranges and coordinates meeting and event logistics for the Executive and the business unit.
• Coordinates and manages travel arrangements bookings and travel expenses for the Executive(s).
• Prepares detailed itineraries and agendas.

Calendar Management & Meeting Preparation

• Arranges conference calls and meetings for the Executive.
• Develops and circulates meeting materials including but not limited to meeting agendas documentation and meeting minutes.
• Manage Executives schedule(s) and calendar(s) which includes organizing private sensitive and confidential meetings.
• Maintains awareness of priorities monitors tasks and deadlines anticipates Executives needs and makes critical decisions to prioritize meetings.

Communications

• Liaises between the Executive(s) the business unit and internal and external stakeholders.
• Manages information flow and quality control of documents (i.e. presentations. handouts meeting materials briefings). Edits documentation for appropriate language style and grammar.
• Routes and responds to questions/requests prioritizes issues and ensures that they are handled accordingly.

Project Support

• Assists the Executive(s) with ongoing projects within the business unit to successfully meet deadlines and handle oneoff administrative requests when appropriate.
• Schedules meetings handles logistics and facilitates the preparation of presentations or reports pertaining to the projects.
• Liaises with stakeholders to address concerns that arises during projects.

Other Duties

• Performs other related duties.
• Provides backup for other EA or Senior EA positions when needed.

What you need

• Successful completion of postsecondary education in administration or related field or an acceptable combination of education training and experience
• 3 years of experience in administrative support roles
• Experience as an Executive Assistant or similar role
• Comprehensive knowledge of administrative practices and procedures including invoice processing budget tracking contracts expense claims travel arrangements calendar management meeting arrangements and minutes filing and records management
• Knowledge of executive support practices and techniques
• Excellent multitasking organizational and prioritization skills
• Superior attention to detail and commitment to accuracy
• Ability to develop a strong understanding of the Executives priorities and requirements
• Ability to develop an understanding of the operations of the BU and the organizational context
• Ability to prepare and edit documents reports presentations and briefings
• Ability to maintain confidentiality and protect private and sensitive information
• Effective problemsolving skills
• Strong written and verbal communication skills. Ability to relay information clearly and respond to questions liaising effectively between multiple stakeholders
• Sound interpersonal and relationship building skills
• Proficient in MS Office Suite virtual meeting tools and collaboration tools

It would be great if you also had

• Knowledge of the tourism industry

Compensation

Salary range: $58328 $72910

Within the range the base pay offered is determined by multiple factors including jobrelated skills and relevant education/experience. Please note starting salaries for new hires typically fall between the minimum and midpoint of the range to support internal equity and allow room for progression as employees grow and excel in their roles. The range above reflects base pay only and does not include the competitive atrisk pay program and benefits that we offer!

Other components of our total rewards offerings include:

• Extended health and dental benefits
• Minimum 3 weeks of accrued vacation plus other paid time off
• Employee assistance program
• Defined contribution pension plan
• Generous parenthood topup
• Flexible working options like compressed workweek and hybrid model
• Support towards your professional growth with learning and development opportunities mentorship and more.

Things you should know:

• This role follows a hybrid work arrangement where work is performed onsite at least 23 days per week. Please note the work arrangement is subject to change.
• This is a threeyear term role with a fixed end date.
• This is a unionized role.
• While this posting is for the Executive Assistant Business Events role applications received may also be considered for other Executive Assistant opportunities as they arise.

At Destination Canada we believe that Canadas diversity is its greatest asset and is what touches travellers hearts most deeply. To that end we are committed to inclusive leadership within our workplace workforce and interactions with partners and travellers alike. Destination Canada is an equal opportunity employer committed to reflecting Canadas diversity through fair and accessible hiring and employment practices. All qualified applicants will receive consideration for employment. If you require accommodations at any point in the recruitment process please reach out to .

We know that applying for a new job can be both exciting and intimidating and we sincerely appreciate your interest and effort. Only those applicants under consideration will be contacted.

Privacy Policy Acknowledgement

Personal information collected in relation to your application is collected pursuant to the Canadian Tourism Commission Act and under the Privacy Act. It will be used to evaluate your application and maintain an inventory of candidates for work opportunities and staffing pursuant to Destination Canadas personal information banks PSU 911 and PSE 902. Information will be retained for a minimum of 2 years.

By submitting your application you acknowledge and agree to our .