Altis Recruitment is grateful to partner with an organization within the Broader Public Sector to support the recruitment of an Executive Assistant for an organization's legal and procurement team on a 3-month contract basis. This opportunity will have an immediate start with a requirement to work in a hybrid structure out of their Downtown Vancouver office. The role focuses more on coordination and project support rather than traditional EA duties. The successful candidate will work closely with both teams, managing workflows and assisting with various administrative tasks in a fast-paced environment.

Responsibilities

• Handle the intake and organization of files, including transitioning files into a new project management system 

• Develop and maintain spreadsheets to support data tracking and pricing reviews

• Prepare presentation materials and create fillable forms for internal use

• Design and distribute surveys using both Google Forms and Microsoft Forms

• Format and finalize documents to meet company standards

• Monitor and manage the Legal department inbox, triaging communications as needed

• Process invoices through SAP and ensure timely payment tracking

• Maintain and organize resources and files on SharePoint, including improving document management processes

• Post content and updates to the internal company website

• Provide general administrative assistance to both Legal and Procurement teams

• Assist in scheduling occasional meetings, coordinating with other assistants as required

• Balance priorities effectively across both teams and communicate deadlines proactively

Candidate profile

• Proficiency in SharePoint is required, with the ability to enhance existing document management workflows

• Strong Excel skills, including building spreadsheets from scratch and conducting data analysis 

• Familiarity with Asana, SAP, and online survey tools is advantageous

• Technically proficient, resourceful, and comfortable navigating multiple digital platforms

• Self-directed, quick to adapt, and able to work with minimal supervision

• High level of attention to detail, discretion, and professionalism, particularly given the confidential nature of work

• Strong communication skills and the ability to manage multiple tasks simultaneously

We’re an equal opportunity employer committed to increasing diversity and inclusion in today’s workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Minorities, women, LGBTQ candidates, and individuals with disabilities are encouraged to apply. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.