Executive Assistant

About the Role

We are looking for an experienced Executive Assistant to provide senior-level administrative and operational support within a government environment in Coquitlam, British Columbia. This contract position will support the Land Governance function by keeping priorities organized, coordinating key activities, and helping department leaders stay focused on strategic objectives. The successful candidate will bring sound judgement, strong communication skills, and the ability to manage shifting demands with discretion. What You'll Do

• Manage schedules for department leadership, resolving conflicts and ensuring appointments, meetings, and deadlines are well coordinated.

• Organize business travel arrangements, including transportation, accommodations, and detailed itineraries for staff as needed.

• Support meetings from planning through follow-up by gathering background materials, preparing agendas, assisting with presentation content, taking minutes, and circulating records of discussion.

• Track actions, milestones, and deliverables across projects to help maintain progress and ensure commitments are completed on time.

• Review invoices, budget information, contracts, and related documentation for accuracy and alignment with internal financial requirements.

• Draft, format, and revise correspondence, reports, presentations, and other departmental documents to a high standard of detail and accuracy.

• Coordinate departmental events, internal sessions, and special meetings, including logistics, scheduling, and participant communication.

• Prepare and submit travel and corporate card expense documentation and maintain organized records for finance purposes.

• Maintain electronic and paper filing systems, retrieve reference materials when required, and serve as a point of contact for visitors and cross-departmental inquiries. What We're Looking For

• Certificate, diploma, or degree in Business Administration or a related discipline, or an equivalent combination of education and practical experience.

• At least five years of administrative experience supporting senior leaders in an office setting.

• Demonstrated ability to manage executive calendars, travel coordination, expense reporting, and meeting documentation.

• Strong verbal and written communication skills, with the ability to prepare clear business correspondence and materials.

• High level of discretion and sound judgement when handling confidential information.

• Proven ability to balance multiple priorities, adapt to changing demands, and work effectively in a fast-paced environment.

• Project coordination experience is considered an asset.

• Proficiency with standard office administration tasks, including document preparation, scanning, copying, and records management. Nice to Have

• Project coordination experience is considered an asset. Compensation & Benefits

• Salary: CAD 33.25 - 36 per hour. This is a contract/temporary onsite role.