Executive Assistant - Executive and Operations Support

Onni Property Management Services Ltd; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Benefits offered by this job

Health benefits

Dental care

Vision care

Life insurance

Education allowance

Referral program

Team events

Gym access

Employee discounts

Job summary

Onni Property Management Services Ltd in Vancouver is seeking an experienced executive assistant to support our senior leadership. You will manage calendars, coordinate meetings, handle urgent requests, and prepare correspondence with discretion and accuracy.

The role requires strong organizational skills, excellent written and verbal communication, and proficiency with Microsoft Office and SharePoint. Experience with accounts payable and insurance administration is an asset, with a

Qualifications

• Proven experience providing executive or operations support in fast-paced environments.
• Resourceful, proactive and solutions-oriented with ability to work independently.
• Discretion and professionalism handling confidential executive, financial, insurance information.
• Excellent organization, prioritization and follow-through with multiple priorities.
• Strong written and verbal communication with executives, departments and stakeholders.
• Proficiency with Microsoft Office and SharePoint.
• Experience with insurance administration or fleet/ICBC coordination is a plus.

Responsibilities

• Manage complex executive calendars, appointments, meetings and priorities.
• Handle urgent, unexpected or unusual requests with a practical, solution-focused approach; research options and coordinate resources.
• Prioritize and manage multiple projects with clear follow-up and accountability.
• Prepare correspondence, calls and emails; review documents and requirements.
• Prepare meeting agendas, record minutes and track action items through completion.
• Monitor PEC emails, flag urgent matters and follow up as required.
• Track invoices and coordinate follow-up with Accounts Payable.
• Coordinate life insurance policy administration and related documentation.
• Maintain organized policy files and supporting records.
• Gather forms for licences, policies and other business requirements.

Skills

Executive support

Calendar management

Administrative support

Communication

Problem solving

Attention to detail

Insurance coordination

Tools

Microsoft Office

SharePoint

Job description

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

• 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.
• 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.
• 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 use of artificial intelligence (AI) tools to support research, analysis, content development, design, reporting, or operational efficiency. Employees are expected to use AI responsibly and in compliance with company policies, data privacy requirements, confidentiality obligations, and applicable laws. All AI-generated or AI-assisted outputs must be reviewed for accuracy, quality, and appropriateness before use. Employees are also expected to disclose when AI tools have been used in the creation of work and must not present AI-generated content as solely their own original work.