Executive Assistant

Natural Factors; Vancouver; On-site; CAD 115,000; Full time

Job summary

An established industry player is seeking a dedicated Executive Assistant to support senior management. This role involves managing correspondence, scheduling appointments, and coordinating travel arrangements. The ideal candidate will have a strong command of MS Office and exceptional organizational skills, ensuring projects are completed on time. The position offers a unique opportunity to be part of a dynamic team that values quality and innovation. If you thrive in a fast-paced environment and possess a positive, adaptable personality, this is the perfect opportunity for you.

Qualifications

• Minimum 3 years’ experience supporting at a senior management/executive level.
• Strong knowledge of MS Office and excellent organizational skills.

Responsibilities

• Prepare correspondence and manage calendar appointments for executives.
• Book global travel and coordinate events, ensuring all special requests are met.

Skills

MS Office (Word, Excel, PowerPoint, Outlook, SharePoint)

Verbal Communication

Written Communication

Organizational Skills

Project Management

Adaptability

Customer Service

Job description

Job Description

Essential Duties and Responsibilities:

• Prepare and follow-up with various correspondence
• Follow up on telephone & email inquiries and respond as appropriate
• Scheduling and coordinating calendar appointments
• Prioritize & manage multiple projects simultaneously, and follow through to completion
• Assist with reviewing documents & reports and follow up with outside parties as required
• Prepare meeting agendas and prepare minutes from meetings
• Assure discreet handling of all company business
• Source options & provide comparisons for family and corporate travel arrangements
• Book and arrange global travel, transport, and accommodation for family trips keeping in mind all family special requests and requirements are met
• Monitor travel dates and ensure days abroad align with current visa requirements
• Plan events including dinner parties, special events from casual gatherings to large formal affairs
• Oversee and manage personal and vacation homes in Canada and abroad – hiring maintenance and implementing quarterly schedules for routine preventative maintenance checks, coordination of housekeepers schedules, meeting trade on site as required, track and manage utilities invoices etc.
• Coordinate vehicle repairs and maintenance in both Canada and abroad
• Assist with coordinating repositioning of personal vehicles as required between airport and residences
• Other miscellaneous tasks assigned by executives
• Signing and Tracking of contracts and change orders for the VP and Executive VP of Operations
• Update contract tracker and save executed copies and send to Accounting
• Arrange a weekly catch up meeting with VP and Executive VP of Operations with signing of any documents/review pressing emails, etc.
• Organize receipts and reconcile credit cards
• Calendar and meeting management
  
  

Summary Of Qualifications & Requirements

• Minimum 3 years’ experience supporting at a senior management/executive level
• Strong knowledge of MS Office, including Word, Excel, PowerPoint, Outlook & SharePoint
• Upbeat, positive, outgoing, personable, and able to relate well with diverse groups
• Demonstrated commitment to completion of projects on a timely basis
• Excellent verbal, written and keyboard skills and organizational skills
• Expert-level written and verbal communication
• Experience in either Real Estate, Finance, Construction, Property Management Leasing, or Marketing environment is a major asset
• Adaptable personality that can adjust to last minute changes in plans
• Ability to travel
• Valid driver’s license & ability to use personal vehicle as required
  
  

Salary Range

$115,000

About The Company

Onni

For over half a century, Onni has been building communities for people to live, work, and play. Our success reflects our commitment to our employees and partners, and our dedication to quality construction, innovation, sustainability, and customer satisfaction. Our expertise expands across North America, with offices in Vancouver, Toronto, Los Angeles, Seattle, Phoenix, and Chicago.

How To Apply

Please apply through the link on the job posting and attach your resume and any other required documents.

We thank all applicants for your interest in the Onni Group. Note that only those applicants under consideration will be contacted.