Position Summary:

We’re currently seeking a Senior Administrative Assistant to provide high-level administrative support to the Vice President, Director, and broader team. This role is essential in ensuring the smooth coordination of meetings, communications, and day-to-day operations. The successful candidate will be proactive, highly organized, and capable of handling sensitive information with discretion and professionalism.

 

This position is based in Burnaby, BC, and candidates must reside in the surrounding area to be considered eligible.

 

Key Responsibilities:

Manage complex calendars, including scheduling and rescheduling meetings, videoconferences, and webinars. Coordinate logistics for on-site and off-site meetings and events, including venue bookings, catering, accommodations, and other necessary resources. Arrange domestic and international travel, including flights, accommodations, car rentals, and detailed itineraries. Support new senior-level hires by organizing onboarding schedules and coordinating with IT and Facilities for office setup. Prepare meeting agendas, take notes, transcribe key discussion points, and distribute meeting minutes as needed. Create polished PowerPoint presentations and coordinate conference registrations. Set up and manage videoconferencing tools and technology for remote or hybrid meetings. Prepare and submit executive expense reports, track and code invoices, and ensure timely payment submissions. Generate regular and ad hoc reports as needed to support team and leadership needs. Manage phone lines, respond to inquiries, and redirect messages appropriately, including from external website contact forms.

 

Qualifications and Experience:

2–3 years of experience in a similar role supporting senior leadership. High School Diploma required; post-secondary education is considered an asset. Regular interaction with government partners requires excellent communication skills and the ability to represent the organization with professionalism and diplomacy. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Visio). Strong written and verbal communication skills with a professional, service-oriented approach. Highly organized with strong time management skills; able to manage multiple priorities, meet deadlines, and adapt to changing needs. Detail-oriented, with a high level of accuracy in documentation and correspondence. Proven ability to handle sensitive information with discretion and maintain confidentiality.

What We Value:

At LifeLabs, we’re committed to creating a supportive and inclusive workplace where people feel valued and empowered to do their best work. If you’re a dedicated administrative professional who thrives in a fast-paced environment and takes pride in being a trusted partner to leadership, we encourage you to apply.