We're hiring!

Executive Assistant > Deadline for application is Friday, January 6 at 11:59pm Pacific.

Who are we?

Toa Consulting is a management consulting firm focused exclusively on the sport, tourism and not-for-profit industries. We help our clients tackle an array of business challenges, including governance, strategy, organizational design, operational excellence and more. We are locally-minded with international experience, offering clients innovative solutions with a pragmatic approach.

Located in Victoria, BC, Canada, we serve clients throughout British Columbia, Canada and around the World and are thrilled to contribute to positive community impact. Our typical clients are provincial and national sport organizations, industry associations, municipalities, destination management organizations, not-for-profits in sport, tourism and recreation, sport event rights holders and media.

What are we looking for?

The ideal candidate will provide assistance to the Managing Director (personally and professionally) and extended support to the entire Toa Consulting team. We are a small organization and we pride ourselves on supporting each other to perform at our best as a team. The ideal candidate is extremely well-organized. comfortable multi-tasking and comfortable scheduling meetings and responding to emails on the executive's behalf. More importantly, they need to be reliable and be comfortable managing an individual that wears many hats in many different industries. Lastly, this individual should be able to take a strong support role for the internal management of the organization.

Responsibilities

  • Calendar management for Managing Director
  • Support management of emails (5 accounts, over 120 emails a day)
  • Arrange meetings and travel
  • Plan client events, team events, gifts, etc.
  • Aid management in preparing for meetings
  • Organize office operations and procedures
  • Support the SharePoint structure and file management for the organization
  • Utilize QuickBooks to manage organization's financials
  • Process monthly timesheets and client billing
  • Prepare project economics summaries and monthly reporting
  • Handle errands and occasional ad hoc requests

Qualifications

  • Bachelor's degree or equivalent experience
  • Proficient in Microsoft Office suite (including SharePoint)
  • Experience with QuickBooks Online
  • Experience in managing multiple priorities, administrative coordination, and logistics
  • Well-organized, detail-oriented, ability to multi-task with great follow-up skills
  • High level of diplomacy, professionalism and discretion
  • Strong written and verbal communication skills
  • Working knowledge of French a bonus
  • Valid driver's license
  • Eligible to work in Canada


Managing Director is located in Vancouver with regular travel to Victoria. Remote work is doable, but regular face-to-face interaction is preferred (e.g., a couple of times a month).

We want to hear from you.

If this sounds like the kind of organization you see yourself thriving in, then let’s start that conversation. Please submit a 1- or 2-page resume along with a 1-page cover letter for consideration to admin@advantagetoa.com.

Your cover letter will include:

  • A summary of why you and Toa Consulting are a good fit for each other
  • What working in sports, tourism and not-form-profit means to you
  • Why you would stand out from all the other candidates

We thank all applicants for your interest; however, only candidates under consideration will be contacted. Short-listed candidates will be asked to complete a brief sample assignment demonstrating your analytical, presentation and writing skills.

Contract length: Open

Part-time hours: 30-40 per week (potential additional hours as needed)

Application deadline: 2023-01-06 at 11:59pm Pacific

Expected start date: As soon as possible.