Executive Assistant in Vancouver

We are Methanex: a leading producer and supplier of methanol to North America, Asia Pacific, Europe and South America, with our corporate head office located in Vancouver, BC. Reporting to the SVP, Finance & CFO, the Executive Assistant provides high-level organizational support to the SVP, Finance & CFO and other members of the Executive Leadership Team as required, including the CEO. The overall purpose of the role is to be a trusted team member supporting all areas across the Finance function, enabling the CFO to focus on strategic priorities and overall financial leadership of the organization.

This role is responsible for core administrative support, proactive communication and scheduling with stakeholders, meeting and presentation management, and ownership of agendas and materials relating to group meetings, including the Finance Leadership Team, Global Finance Forum, and Audit, Finance and Risk Committee of the Board of Directors. In addition, working in close partnership with the Executive Assistant to the CEO, this role ensures seamless coordination of the CEO’s expense management, travel arrangements – including flights, transportation and accommodation, and other administrative duties as needed.

The ideal candidate thrives in a fast-paced, collaborative environment, demonstrates strong attention to detail, is adept at balancing competing priorities while maintaining the highest level of confidentiality and efficiency, embraces evolving technology and is progressive in how we operate.

Position Responsibilities

• Administrative support to SVP, Finance & CFO and other members of the Finance and Executive Leadership Team as requested.
• Arrange accurate, cost effective and timely international travel arrangements; proactively manage any unforeseen travel issues.
• Assist with CFO’s time management, ensuring calendar, email, contacts and filing is kept up to date.
• Exercise judgement in responding to general inquiries while preserving confidentiality at all times.
• Assist with the creation of visually engaging presentations of financial data and the development of high-quality communication materials for leadership audiences.
• Conduct ad-hoc research using internal and external data and information sources, including market data, and synthesize into organized data sets and concise briefing notes.
• Ensure effective communication channels are in place between CFO and internal teams and individuals.
• Proactive in trying to improve processes in everyday workflow, maintain delegate access to vacation and time-off requests and complete monthly visa expenses.
• Utilize evolving technology to improve ways of working.
• Maintain Delegation of Authority for Vancouver departments, securing appropriate signatures and ensuring all appropriate people receive in a timely manner and file is kept up to date for Audit purposes.
• Proactively monitor when organizational changes occur.
• Manage Team Preparation for Working Groups – Finance Leadership Team and Global Finance Forum, Audit Committee of the Board.
• Ensure CFO is well prepared in advance of Board, Audit Committee, ELT, GLC, GFF, Leadership Team meetings and Investor trips.
• Organize agenda materials and manage pre-reading and action items.
• Manage scheduling and host meetings (except not attending Audit Committee).
• Compilation and reproduction of Audit, Risk & Finance Committee meeting materials in an accurate manner and distribute to members within the specified deadline.
• Travel management for CEO and other administrative duties where needed.
• Organize complex international travel arrangements, prepare travel itineraries, manage flights, hotels, and car service booking in advance of travel, monitor flights to proactively manage any unforeseen travel issues.
• Manage CEO expenses and other duties as needed.
• Provide back-up support to the EA to the CEO.
• Provide support for special events and global meetings/activities.
• Maintain strict confidentiality with sensitive information, financial documents and personal matters.

Organizational Contribution

• Contribute to a positive office culture through participation in office and team activities, events and initiatives.
• Provide back-up support to other EAs, Office Manager and Receptionist as required.
• Contribute to overall office administration, supporting peers as needed to cover absences or leaves.

Methanex Vision and Values

Contribute to the organizational vision of Global Methanol Leadership and “One-team”. As a team member demonstrates the core values of integrity, trust, respect and professionalism. Undertake all aspects of the role through living the Methanex values.

Responsible Care

Conduct all business in a manner which supports the Responsible Care® ethic.

Position Qualifications

• 3+ years experience in a similar role, ideally in a Finance environment.
• Working knowledge of the financial and investment markets, comfortable with financial terminology, reports, budgets, and spreadsheets.
• Highly organized and thoughtful with analytical and quantitative problem-solving skills.
• Excellent verbal and written communication skills to create executive level materials with high attention to detail.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word, Teams).
• Skilled in managing complex calendars, travel arrangements, and scheduling across time zones.
• Strong interpersonal skills and ability to build relationships.
• Demonstrated ability to work with senior leaders and cross-functional teams.
• Proven ability to work under pressure, handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

At Methanex, we believe that having a diverse team and an inclusive workplace creates a better culture, better decisions and a better company. We are committed to a diverse organization that values different perspectives, backgrounds, skills and abilities. As an equal opportunity employer, we encourage applications from all qualified individuals and strive to accommodate anyone who may have specific needs.