Senior Executive Assistant Global Marketing Strategy

Location: Vancouver BC

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

Language Designation: English Essential

Posting Close Date: May 8 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 a Senior Executive Assistant to provide advanced administrative operational and executive support to our Senior Vice President Marketing Strategy & Chief Marketing Officer. In this role you will oversee and implement a wide range of administrative services including calendar management travel and event coordination providing financial support information management and communication services.

You will also serve as a central point of contact for internal and external stakeholders addressing emerging issues with discernment proactivity and an excellent understanding of organizational issues. As a Senior Executive Assistant you will demonstrate a deep understanding of executive needs and organizational nuances effectively handle complex and highstakes responsibilities and represent the Executives brand and interests. This position also includes providing project coordination support to the Executive and their wide organizational unit. If you are known for your leadership proactivity and ability to understand the environment wed love to hear from you.

Key accountabilities

Strategic Executive Support

• Plans directs and coordinates the development and delivery of executive services required to meet the overall business needs of the Executive. Proactively identifies and addresses Executives needs manages processes and workflows seamlessly manages the executives time effectively and in line with priorities.
• Advises the Executive on relevant issues and remains uptodate on emerging issues.
• Maintains and fosters effective liaison with other areas of the organization and stakeholders in order to manage and coordinate emerging issues for a timely resolution.
• Assesses the urgency and sensitivity of issues and requests to the Executive and informs senior management and other stakeholders of priorities requiring immediate attention; followsup on priorities.
• Researches issues and acquires supporting documents drafts correspondence reports and decisionmaking documents.

Project Coordination

• Supports in the and planning of various projects including setting timelines managing project schedules and tracking key milestones.
• Coordinates tasks roles and responsibilities among project team members ensuring deadlines are met and deliverables are complete on time and on budget.
• Coordinate the development of briefing notes and memos for the board meetings ensuring all materials are accurate concise and aligned with strategic priorities. This includes managing timelines and facilitating the review and approval process to deliver final materials.

Communications

• Acts as a focal point and gatekeeper for incoming inquiries and requests for the Executive
• Manages and organizes a high volume of incoming and outgoing correspondences and ensures that all outgoing correspondence meets protocol requirements and internal standards.
• Develops and maintains communications links and an extensive network with senior management partners senior officials of industry etc. to foster effective working relationships for the management and coordination of sensitive issues; and ensures collaboration and identifies coordinates and advises on key requirements and expectations of the Executive.
• 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.

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.
• Manages the complex needs of the Executives schedule and calendar which includes organizing private sensitive and confidential meetings.
• Anticipates and maintains awareness of priorities monitors tasks and deadlines anticipates Executives needs and makes critical decisions to prioritize meetings

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 advice 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.

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
• 5 years of experience as an Executive Assistant
• 3 years of experience providing executive services to Csuite executives or senior leadership.
• 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
• Advanced knowledge of executive support practices and techniques
• Excellent multitasking organizational and prioritization skills
• Superior attention to detail and commitment to accuracy
• Ability to develop comprehensive and deep understanding of the Executives strategic objectives and priorities needs and preferences
• Ability to develop deep understanding of the strategic goals priorities and operations of the BU as well as Destination Canadas governance structure external environment objectives activities programs partnerships issues and operations
• Exceptional writing and editing skills ability to prepare edit and manage highlevel correspondence documents reports presentations briefings with an understanding of the audience purpose and context.
• Ability to maintain confidentiality and protect private and highly sensitive information
• Advanced problemsolving skills. Strategic foresight with the ability to proactively identify and address the Executives needs before they arise and mitigate problems in advance
• Outstanding written and verbal communication skills able to represent the Executive professionally diplomatically and effectively with high level stakeholders
• Excellent interpersonal skills with the ability to develop strong relationships with internal and external contacts at senior levels
• Ability to manage issues effectively including conducting research briefing the Executive and providing advice
• Ability to handle sensitive issues and interactions with exceptional professionalism diplomacy and tact
• Exercises sound judgment to make decisions independently where appropriate and escalating to the Executive when necessary.
• Excellent project coordination skills with the ability to set timelines coordinate tasks and ensure deliverables are completed on time
• High level proficiency 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: $63707 $79633

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.

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 .