Executive Assistant - Executive and Operations Support

onni; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Benefits offered by this job

Annual Education Allowance

Generous Referral Program

Team building events

Local discounts

Free gym access

Friends and Family rates

Job summary

Onni is seeking an experienced executive assistant to provide high-level support to the CFO, COO and finance operations team in a fast-paced setting. The role combines executive administration with financial, insurance, fleet and corporate operations coordination.

Responsibilities include calendar management, meeting preparation, correspondence handling and cross-functional coordination across accounting, insurance and fleet teams.

Qualifications

• Proven experience providing executive, administrative or operations support in fast-paced environments.
• Resourceful, proactive and solutions-oriented with ownership mindset.
• Strong judgment, discretion and professionalism with confidential information.
• Excellent organization with ability to manage multiple changing priorities.
• Strong written and verbal communication with executives, vendors and stakeholders.

Responsibilities

• Support executives with calendar management, meetings and priorities.
• Handle urgent requests with practical, solution-focused approach; research options and coordinate resources.
• Manage multiple projects, follow up on actions and ensure details are complete.
• Prepare correspondence, review documents and coordinate requirements.
• Schedule agendas, record minutes and track action items through completion.
• Monitor PEC emails and flag urgent matters for follow-up.

Skills

Executive support

MS Office & SharePoint

Attention to detail

Communication

Discretion & confidentiality

Tools

SharePoint

Microsoft Office

Job description

Job Description:

This role provides high-level executive and operational support to the CFO, COO and financial operations team in a fast-paced, entrepreneurial environment. It is designed for a resourceful, proactive and solutions-oriented professional who anticipates needs, takes ownership, exercises sound judgment and drives matters through to resolution. The position combines executive administration with financial, insurance, fleet and business-operations coordination.

Perks & Benefits:

Competitive pay & a Comprehensive Benefits Package.

Benefits include company-paid extended health care, dental care, vision care, life insurance, critical illness, and critical life insurance.

• Annual Education Allowance
• Generous Referral Program
• Fun & collaborative company culture with lots of team building events
• Local discounts to restaurants, clothing stores, personal training, and more
• Free access to a fully equipped gym
• Friends and Family rates for hospitality brands.

What You Will Do

Executive & Administrative Support

• Manage complex executive calendars, appointments, meetings and competing priorities, adjusting schedules as circumstances change.
• Handle urgent, unexpected or unusual requests with a practical, solution-focused approach; research options, make inquiries, coordinate resources and identify alternatives.
• Prioritize and manage multiple projects simultaneously while ensuring commitments, details and follow-up items are completed.
• Prepare and follow up on correspondence, telephone calls and email inquiries; review documents and reports and coordinate outstanding requirements.
• Prepare meeting agendas, record minutes, organize regular executive catch-up meetings and actively track action items, approvals and correspondence through completion.
• Monitor and track PEC emails, flag urgent matters and follow up as required.

Financial, Insurance & Corporate Administration

• Track invoices coordinate required follow-up.
• Coordinate life insurance policy administration, including premium-payment scheduling and reminders, meeting coordination, and collection and maintenance of policy documentation.
• Issue insurance purchase orders; review and approve insurance invoices in SharePoint; monitor payments and coordinate processing and discrepancy resolution with Accounts Payable.
• Maintain organized insurance files, policy documentation, correspondence and supporting records.
• Complete corporate credit-card reconciliation and maintain supporting documentation.
• Gather, prepare and complete forms for licences, policies and other business requirements as needed.

Fleet & ICBC Administration

• Coordinate ICBC insurance and fleet administration, including renewals, newly acquired vehicles, transfers and road-ready requirements.
• Gather vehicle and insurance information and coordinate with internal departments and external insurance brokers to facilitate ICBC transactions and insurance changes.
• Coordinate vehicle additions, renewals, transfers, licence-plate requirements and other fleet-related insurance matters.
• Follow up on small ICBC claims and track settlement cheques with the appropriate departments.

What You Will Bring:

• Proven experience providing executive, administrative or operations support in a fast-paced environment; experience supporting senior executives is preferred.
• Exceptionally resourceful, proactive and solutions-oriented, with demonstrated ability to work independently and take ownership from issue identification through resolution.
• Strong judgment, discretion and professionalism when handling confidential executive, financial, insurance and personal information.
• Excellent organization, prioritization and follow-through, with the ability to manage multiple changing priorities and urgent requests.
• Strong written and verbal communication skills and confidence coordinating with executives, internal departments, external brokers, vendors and other stakeholders.
• Comfort reviewing documentation, maintaining detailed records, reconciling information and following up on outstanding payments, approvals and requirements.
• Proficiency with Microsoft Office and SharePoint; ability to learn and work effectively with business, financial and insurance systems.
• Experience with insurance administration, Accounts Payable coordination, fleet/ICBC administration, corporate credit-card reconciliation or related operational support is an asset.
• High attention to detail, accountability and a \"figure it out and get it done\" mindset.

Salary Range:

$60,000 - $80,000 Per Year Based on Experience

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.

AI Use:

This role may involve the