Executive Assistant

Axiom Builders; Vancouver; On-site; CAD 50,000 - 70,000; Full time

Job summary

A construction firm in downtown Vancouver is seeking an Executive Assistant to support the CEO and COO. This role involves managing complex calendars, coordinating corporate travel, and preparing reports and presentations. The ideal candidate is organized, self-starting, and capable of balancing the support needs of two senior leaders with differing management styles. Strong communication and problem-solving skills are essential, along with proficiency in Microsoft Office applications.

Qualifications

• Ability to manage complex calendars for senior executives.
• Experience with corporate travel coordination and logistics.
• Strong skills in report preparation and presentation development.

Responsibilities

• Manage and coordinate calendars for the CEO and COO.
• Coordinate corporate travel and logistics.
• Support executives with personal and professional tasks.
• Plan and coordinate leadership meetings and events.
• Prepare organized reports and presentations.
• Attend meetings to capture action items and distribute notes.
• Serve as point of coordination between executives and teams.

Skills

Organizational skills

Communication skills

Time management

Problem-solving

Proficiency in PowerPoint

Proficiency in Excel

Proficiency in Word

Job description

Axiom Builders is looking for an Executive Assistant to support both the CEO and COO at our beautiful downtown Vancouver head office. This position is perfect for an organized, self-starting and down-to-earth administrative professional who is resilient and able to adjust to priorities on the fly with clarity and efficiency. This person will support two senior leaders with different management styles and will require a savvy and sharp person to balance these nuances; understanding how they operate will help build long-term working partnerships.

Key Responsibilities

• Proactively manage and coordinate complex calendars for the CEO and COO, anticipating conflicts, priorities, and follow-ups to keep days running smoothly
• Coordinate corporate travel and related logistics end-to-end, ensuring clear communication, timely changes, and smooth execution
• Support the CEO and COO with a mix of professional and limited personal support (travel planning, errands, property-related coordination, and day-to-day problem solving as needed)
• Plan and coordinate leadership meetings and events, handling logistics such as scheduling, invitations, room setup, catering, and AV, both in-office and off-site
• Prepare clear, well-organized reports, presentations, and materials using PowerPoint, Excel, and Word to support leadership decision-making
• Attend key meetings to capture action items, decisions, and next steps, and ensure timely follow-up and distribution of meeting notes
• Act as a point of coordination between executives, internal teams, and external partners, ensuring communication is clear, professional, and responsive
• Oversee courier and document handling, ensuring materials are tracked, organized, and delivered accurately and on time
• Support regular reporting, updates, and ad-hoc requests, using good judgment to prioritize and manage competing deadlines