Executive Assistant, Development

Wales McLelland Construction; Richmond; On-site; CAD 55,000 - 75,000; Full time

Job summary

Wales McLelland Construction in Richmond, BC, is seeking an Executive Assistant to support the Vice President of Development with high-level administrative tasks. The role requires coordinating schedules, preparing materials, and ensuring smooth daily operations in a fast-paced environment.

The successful candidate will manage complex calendars, prepare meeting materials, maintain corporate records, and liaise with internal teams and external clients while preserving confidentiality and

Qualifications

• Proven business writing with precise wording, tone and punctuation.
• Strong written and verbal communication for professional correspondence.
• Organizational capability and attention to detail are essential.

Responsibilities

• Provide daily administrative support to the VP of Development.
• Coordinate complex calendars and meetings across time zones.
• Prepare agendas, minutes and briefing materials for meetings.
• Maintain records and corporate documentation in SharePoint or systems.
• Draft and format confidential documents and presentations.
• Manage CRM data in Zoho and generate client follow-up reports.
• Liaise between VP's office and internal departments for coordination.
• Present a professional front-line image to clients and stakeholders.

Skills

Business writing

Written and verbal communication

Microsoft Office

Interpersonal skills

Organizational skills

Discretion & confidentiality

Independent work

Professionalism

Tools

Microsoft Office Suite

Adobe Creative Cloud

Zoho CRM

Social media platforms

Job description

JOB SUMMARY

The Executive Assistant provides high-level administrative and operational support to the Vice President of Development. This role is responsible for managing executive priorities, coordinating schedules, and ensuring efficient day-to-day operations. The position requires strong organizational skills, effective communication, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

RESPONSIBILITIES

Executive Administration & Coordination

• Provide daily administrative support to the Vice President of Development
• Manage and coordinate complex calendars, meetings, and schedules across various time zones and platforms
• Prepare agendas, coordinate logistics, and distribute materials for management meetings and executive discussions
• Compile briefing materials to support meetings, conferences, and executive decision-making
• Attend meetings as needed, preparing accurate minutes and follow-up actions
• Serve as a liaison between the VP's office and internal departments to facilitate coordination and communication
• Draft, edit, and format correspondence, presentations, and other documents, including confidential materials
• Review incoming communications, prioritize requests, and flag urgent matters for attention
• Support scheduling and logistics for both internal and off-site meetings
• Ensure organized and accurate records, files, and documentation
• Assist in the preparation and formatting of internal and external documents
• Maintain corporate documentation, templates, and records within SharePoint or designated systems

Client Services

• Organize accurate information packages and documentation for potential clients
• Present a professional front-line image to clients, both internal and external
• Schedule follow-up/review meetings with senior staff and clients
• Communicate on behalf of the VP and executive management with various external clients
• Prioritize conflicting needs and manage projects proactively to ensure timely completion
• Manage CRM (Zoho) software, setting up new projects, updating information, ensuring data accuracy, and analyzing reports for client follow-up with the Executive/Development team

QUALIFICATIONS

• Demonstrated business writing skills, including proficiency in wording, tone, grammar, and punctuation
• Strong written and verbal communication skills, with the ability to prepare professional correspondence and presentations
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); knowledge of Social media web platforms and Adobe Creative Cloud considered an asset
• Capable of establishing harmonious working relationships with both co-workers and clients
• Highly organized with strong attention to detail and accuracy
• Strong interpersonal skills with the ability to interact effectively with internal stakeholders
• Demonstrated ability to work independently, prioritize tasks, and meet deadlines
• Maintains professionalism, discretion, and confidentiality in handling sensitive information.

Please note that we can only accept candidates who are eligible to work in Canada.