We are searching for an Executive Assistant.

hcma is a collective of passionate people with diverse backgrounds, expertise, and interests. We believe human connections are key to tackling the fundamental problems of our time, and strive to create solutions that ignite conversation and build compassionate communities. We’re constantly learning, evolving, and approaching the world around us with a curious eye.

Who is the Executive Assistant?

You’re a detail-oriented team player who is keen to help streamline the day-to-day administrative tasks of our Managing Partner. You’re organized, reliable, and proactive, embracing opportunities to learn and grow, and looking for ways to put your own unique creative stamp on your work.

What you’ll do:

  • Work closely with the Managing Partner (MP), through daily check-ins;
  • Facilitate seamless communication and coordination for administrative functions related to the MP’s work, including:

Emails & Correspondence:

  • Learn the MP’s tone;
  • Manage MP’s Outlook inbox and other correspondence; respond in a timely manner or flag and discuss items that require additional attention / follow up;
  • Manage and file MP’s correspondence; be the go-to person for requests to find / retrieve these documents (including project-related work, external talks, recordings, etc.);
  • Proofread content MP writes to ensure it is error-free, engaging, and consistent in tone and message; ensure all correspondence adheres to new hcma brand guidelines (reformatting documents as necessary);
  • Assist with drafting, formatting, or editing strategic reports and internal policies, as appropriate.

Calendar:

  • Manage MP’s Outlook calendar, including coordination and scheduling of internal and external meetings, focused review time and reminders, external speaking engagements and teaching opportunities, or travel / vacations (as required);
  • Maintain and update annual overview calendars for Partner Meeting Presentations, Partner Travel to Edmonton, Partner Vacations, etc.;
  • Maintain an awareness of MP’s rotating calendar system and coordinate scheduling as per the preferred schedule;
  • Support the arrangement of AMAs (including Partner preparation sessions).

Speaking Engagements & Awards Submissions:

  • Create / update speaking notes and visuals for MP’s PowerPoint presentations, including regular firm-wide updates (monthly meetings, Kick-Starters), annual State of the Firm address, and other internal and external presentations for events, jury panels, and conferences;
  • Manage and update MP’s bio, unabridged CV, headshots, speaker’s abstracts, and installation instructions for hcma’s new brand identity (ie. fonts); send them to organizers of conferences, awards and juries, and speaking engagements, as required;
  • Draft / transcribe notes from MP after events, conferences, meetings, etc. to help share learnings with the rest of the team, where appropriate.

External Initiatives:

  • Provide support to MP for external initiatives / involvement in organizations such as IAKS, CPRA, UBC SALA, RISE for Architecture, Rick Hansen Foundation;

Partner Meetings:

  • Prepare and circulate weekly Partner Meeting agendas, meeting records, and briefing notes
  • Help write (and maintain) notes / reports following Partner or other Leadership Retreats (and handle information confidentially).

Other:

  • Take on miscellaneous administrative tasks for the MP, as needed;
  • Develop an awareness of the hcma story, our belief in the power of social impact, the community + importance of in-between spaces, our views around environmental impact, why inter/trans-disciplinarity, and our advocacy for inclusivity, accessibility, diversity;
  • Liaise with third-party IT contractor regarding MP’s urgent IT related issues / concerns;
  • Maintain list of MP’s preferences, including restaurants, cafes, etc. to assist in scheduling and making reservations for external meetings;
  • Develop an awareness of MP’s clients, personal contacts, and collaborators;
  • Depending on the candidate and the strength of their writing skills, this role may also include opportunities to collaborate with the MP on various thought leadership initiatives, including internal communications, awards submissions, presentations, or opinion pieces (for press, social media, or hcma’s blog).

Ideally, you’ll bring:

  • Bachelor’s degree preferred;
  • Minimum three to five years’ prior experience in supporting a senior executive or team;
  • Experience working within professional services is considered an asset;
  • Strong written and verbal communication skills;
  • Meticulous attention to detail and organization skills;
  • Ability to build and maintain close relationships with Partners, Marketing, Strategy, Operations, and Human Resources;
  • Discretion and confidentiality;
  • A collaborative, inclusive approach;
  • Strong writing and editing ability;
  • A desire to develop a broad understanding of hcma leadership and management;
  • Embody hcma culture and values, and have the ability to weave them into both internal communication drafts and external presentations.

If this opportunity in our Vancouver office excites you and you’d like to learn more, please reach out to us at careers@hcma.ca. We’d love to see your resume, and more importantly, know more about you – what you are passionate about and why hcma might be right for you.