Executive Assistant

Avana; Regina; On-site; CAD 60,000 - 90,000; Full time

Benefits offered by this job

Health and dental benefits

Employer‑matched pension plan

Parental leave top‑up program

Annual bonus opportunities

Job summary

Avana is seeking an Executive Assistant to support the President and senior leaders. This role manages calendars, coordinates communications, meetings, travel, and confidential information with discretion.

You will coordinate across the organization, lead front desk operations, assist with projects, budgets, procurement, and corporate documentation. The ideal candidate has 5+ years in senior‑level support, exceptional organization, and professional communication.

Qualifications

• 5+ years of experience supporting senior leaders in an EA/Executive Administration role.
• Strong organizational, time management, and prioritization skills.
• Excellent written and verbal communication with professionalism and attention to detail.
• Strong critical thinking and problem-solving abilities.
• Proven ability to handle confidential information with discretion.
• Proficiency with Microsoft 365 and adaptability to new tech.

Responsibilities

• Manage executive calendars, priorities, meetings, and travel arrangements.
• Prepare agendas, materials, minutes, and briefing documents; track action items.
• Draft and coordinate communications on behalf of executives; liaise with stakeholders.
• Coordinate executive, corporate, and head office events; manage logistics and vendors.
• Coordinate strategic initiatives, research, and reporting to support decisions.
• Maintain confidential records, handle procurement, budgeting, and office operations.

Skills

Executive support

Calendar management

Communication

Stakeholder coordination

Discretion & confidentiality

Problem solving

Time management

Tools

Microsoft 365

Job description

About Avana

Avana is a growing real estate development and property management company committed to creating safe, vibrant, and inclusive communities where residents feel proud to call home. We develop, build, and manage thoughtfully designed rental communities with a strong focus on quality, resident experience, and community growth. Our workplace culture is rooted in collaboration, accountability, and shared success.

About Avana

Avana is a growing real estate development and property management company committed to creating safe, vibrant, and inclusive communities where residents feel proud to call home. We develop, build, and manage thoughtfully designed rental communities with a strong focus on quality, resident experience, and community growth. Our workplace culture is rooted in collaboration, accountability, and shared success.

About The Role

Reporting to the President, the Executive Assistant provides high-level administrative, coordination, and project support to senior leaders, helping move organizational priorities forward efficiently. As a trusted partner to the executive team, this role manages schedules, communications, meetings, and key initiatives while coordinating across the organization and handling confidential information with professionalism, discretion, and sound judgment.

What You’ll Do

Executive Support

• Manage executive calendars, priorities, meetings, and travel arrangements.
• Prepare agendas, meeting materials, minutes, and executive briefing documents.
• Track action items and follow up to ensure timely completion.

Communication & Stakeholder Coordination

• Draft and coordinate communications on behalf of executives.
• Act as a key liaison between executives, employees, clients, partners, and other stakeholders.
• Manage incoming correspondence, inquiries, and information flow, ensuring timely and accurate follow-up.
• Plan and coordinate executive, corporate, and head office events, including logistics, vendors, materials, and follow-up.
• Represent the organization at community and business events as required.

Project & Business Support

• Coordinate strategic initiatives, special projects, and corporate activities.
• Conduct research, gather information, and prepare reports to support decision‑making.
• Assess risks, remove administrative roadblocks, and help keep key business priorities on track.

Administration & Office Operations

• Maintain confidential records, files, and corporate documentation.
• Coordinate budget tracking, procurement, and related financial administration.
• Coordinate day‑to‑day head office operations and workplace needs.
• Lead the front desk function, providing day‑to‑day direction and ensuring a professional, welcoming experience.

What You Bring

• 5+ years of experience supporting senior leaders in an Executive Assistant, executive administration, or similar role.
• Strong organizational, time management, and prioritization skills, with the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills, with a high level of professionalism and attention to detail.
• Strong critical thinking, problem-solving, and decision‑making abilities.
• Proven ability to handle confidential and sensitive information with discretion and professionalism.
• Proficiency with Microsoft 365 and the ability to quickly learn and adapt to new technologies and systems.
• A proactive, adaptable, and continuous improvement mindset, with the ability to thrive in a fast‑paced environment where priorities and business needs evolve frequently.
• Strong interpersonal skills and the ability to build positive, collaborative relationships.

Why Join Avana

• Competitive compensation and annual bonus opportunities.
• Comprehensive health and dental benefits with 80% employer‑paid premiums.
• Employer‑matched pension plan.
• Parental leave top‑up program.
• Opportunities to learn, grow, and contribute to meaningful cross‑functional work.
• A collaborative, inclusive, and values‑driven workplace.
• A visible, trusted role with the opportunity to influence how priorities move forward and contribute to Avana’s continued growth.