Executive Assistant

Traine; Kelowna; On-site; CAD 60,000 - 100,000; Full time

Job summary

Join a forward-thinking company dedicated to building exceptional rental communities across Canada. As an Executive Assistant, you'll support the President and COO, ensuring seamless operations and effective communication within the organization. This role requires a proactive problem-solver with outstanding organizational skills and the ability to manage complex schedules and confidential information. You'll be part of a dynamic team that values professional development and community involvement, offering a competitive salary and robust benefits. If you're ready to make a significant impact in a supportive environment, this is the opportunity for you.

Benefits

Robust performance bonus program

Investment opportunities in real estate projects

Shared win bonuses during each project

Top 10% Health and Dental plan in Canada

Top 5% Health and Dental plan in construction

Professional Development and ongoing training

Involvement in charitable projects

Qualifications

• 5+ years of experience in executive support in a dynamic organization.
• Exceptional discretion and confidentiality handling sensitive information.
• High proficiency with modern productivity tools.

Responsibilities

• Manage calendars and coordinate travel for the President and COO.
• Draft and manage correspondence, reports, and presentations.
• Act as a liaison for the President, fostering relationships.

Skills

Executive Support

Time Management

Communication Skills

Problem Solving

Discretion and Confidentiality

Project Coordination

Education

Post-secondary education in Business Administration

Legal Administration or related field

Tools

Microsoft Office Suite

Microsoft Teams

SharePoint

Adobe Pro

MS Project

Power BI

Tableau

Job description

Do you want to be part of a team that makes a difference by building amazing rental communities across Canada? A high performing team that focuses on learning and development and giving back to local communities? Consider joining our dynamic team at Traine Construction & Development and Mainline Living Property Management!

We are currently seeking a highly skilled and proactive Executive Assistant to join our exciting organization! As a key member of our team, you will report directly to the Chief Operating Officer. This position provides high-level executive and administrative support to the President, Executive Leadership Team (ELT), and Senior Leadership Team (SLT) at Traine and Mainline Living. This role plays a critical part in ensuring the seamless functioning of the President’s office, the Board, and the Traine Charitable Foundation by delivering proactive, exceptionally organized, and detail-oriented support.

The Executive Assistant is highly organized, adaptable, and a natural problem solver with exceptional communication and time-management skills. They bring a high degree of professionalism, discretion, and emotional intelligence to the role, with the ability to manage complex schedules, protect confidential information, and build strong internal and external relationships. A calm presence, sound judgment, and a proactive mindset are essential for success in this trusted and fast-paced position.

Key Responsibilities

• Anticipate the needs of the President to enable the fulfillment of strategic and operational responsibilities; and anticipate the needs of the COO to support the execution of operational priorities and leadership responsibilities.
• Use sound judgment to follow up on tasks and action items, ensuring completion and surfacing critical information as needed.
• Manage and coordinate the President's and COO's calendars, including scheduling meetings, conferences, teleconferences, travel arrangements, site visits, team check-ins, and travel logistics.
• Monitor and manage the President’s and COO's Outlook email inboxes, ensuring timely responses and prioritization of key messages.
• Coordinate personal and family travel for the President, including flights, accommodations, and car rentals.
• Draft, format, edit, and manage correspondence, reports, and presentation materials on behalf of the President and COO as needed.
• Provide support for internal communication efforts led by the COO, including compiling updates and preparing materials for team meetings.
• Maintain organized digital and physical filing systems for easy retrieval of key business documents and historical records.
• Schedule, coordinate, and organize all ELT and SLT meetings and events.
• Coordinate logistics for internal and external events, including partner/investor meetings, and charitable foundation presentations.
• Prepare agendas, take meeting minutes, and track deliverables for ELT, SLT, Board, and Traine Charitable Foundation meetings.
• Occasionally attend meetings on behalf of the President, representing their interests professionally and diplomatically.
• Coordinate key deliverables and objectives between ELT and SLT.
• Act as a liaison for the President to foster internal and external relationships with team members, stakeholders, and visitors.

Qualifications and Experience

• Minimum 5 years of experience providing high-level executive support, ideally in a fast-paced, dynamic, and growth-oriented organization.
• Post-secondary education in Business Administration, Legal Administration, or a related field. A combination of relevant education and experience will be considered.
• Exceptional ability to exercise discretion, confidentiality, tact, and sound judgment when handling sensitive information.
• Highly proficient with modern productivity tools, including the full Microsoft Office Suite (Excel, Outlook, PowerPoint, Word), Microsoft Teams, SharePoint, and Adobe Pro.
• Experience with AI productivity tools, collaboration platforms, and digital scheduling systems; familiarity with MS Project and data dashboard tools (e.g., Power BI, Tableau) is considered a strong asset.
• Demonstrated strength in project coordination, managing deadlines and deliverables from initiation through to completion with strong attention to detail.
• Solid business acumen, with the ability to anticipate executive needs, prioritize competing demands, and support operational and strategic objectives.
• Knowledge of contract and document administration, with a working understanding of corporate procedures and governance practices.
• Strong interpersonal skills and a collaborative, team-oriented mindset; known for a positive attitude and professional demeanor.

In return for your hard work and dedication, you will be rewarded with a very competitive salary (based on experience) and a full range of benefits, including:

• Robust performance bonus program
• Investment opportunities in real estate projects
• Shared win bonuses during each project
• Ranked top 10% Health and Dental plan in Canada
• Ranked top 5% Health and Dental plan in the construction industry
• Professional Development and ongoing training
• Opportunities to be involved in life changing charitable projects

Traine Construction and Development has been in business for 25 years. We are based in Kelowna, BC and work throughout Canada to build multi-family residential construction projects for our property management division, Mainline Living, to operate. We create communities that residents are proud to live in and we are proud to operate. From Ontario to British Columbia, Traine prides itself on building excellent multi-family communities and great careers! By joining our team, you'll find yourself working amongst a group of friendly, team-oriented individuals who strive to deliver exceptional results.