Executive Assistant

VPAC Construction Group Ltd. - Vancouver, BC (30+ days ago)

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Executive Assistant

VPAC Construction Group is looking for an Executive Assistant to work with our President and COO. You will be heavily relied on by this busy company while maintaining a high degree of professionalism and confidentiality.

Your responsibilities will be to:

  • Manage and maintain the President’s busy calendar in Outlook
  • Ensure key activities are not missed, decisions are followed through on, and targets reached
  • Proactively manage President’s mail, email, and calls; screen and resolve calendar conflicts, filter and prioritize based on importance with quick response methods
  • Schedule meetings, site visits and calls; set-up GoToMeetings, and telephone conferences
  • Draft and format professional correspondence
  • Respond to and follow-up with clients, vendors, and business partners on behalf of President and COO
  • Communicate effectively with clients, consultants, business partners via phone, email, and mail
  • Attend weekly Team meetings and monthly Business Development meetings - take notes and circulate to attendees
  • Coordinate and schedule networking and business development events
  • Assist with the preparation of new business and pitching materials, put slide decks together
  • Coordinate all travel arrangements (itineraries, flights, hotels, transportation, etc.)
  • Prepare, review, submit, and track expenses for President and COO
  • Manage computer procurement, software management and IT support to office staff
  • Manage mobile management, procurement and support
  • Manage VPAC Slack account
  • Manage desktop phone accounts
  • Manage office supplies inventory (e.g. stationary, snacks, beverages, safety equipment)
  • Assist HR with recruiting when necessary
  • Work closely with Marketing Manager on compliance safety accounts (e.g. ContractorCheck, Complyworks)
  • Manage Construction Project Management Software – Raken (e.g. update new projects & templates)
  • Coordinate with building maintenance with service requests
  • Coordinate with vendors on office maintenance (e.g. water filtration, wine/beer keg, coffee maker)
  • Manage security access and monitoring
  • Manage bi-annual staff events
  • Prepare and distribute Construction Contracts and supporting documents
  • Makes sure the kitchen is stocked and clean
  • File Management
  • Request Certificate of Insurance with Insurance company and WCB clearance letter as requested for projects
  • Updates and distribute phone directory as needed
  • Support policy, planning and strategy development and distribution
  • Help promote a company culture that encourages top performance and high morale

What we’re looking for:

  • 5+ years of providing an outstanding level of dedicated administrative support to an Executive
  • Business acumen
  • Able to prioritize, follow-up, get the details right, and ensure deadlines are met
  • Poise and confidence; superb interpersonal, written and verbal communication skills
  • Outstanding organization and time management skills; can manage multiple and changing priorities in a fast-paced and dynamic environment
  • A natural ability to maintain a high level of confidentiality and professionalism
  • Experience working in the Architectural, Real Estate or Construction industries; or with local commercial developers
  • You possess a genuine interest in technology and are comfortable with new software and equipment
  • BC Driver’s License

Think this is your dream job? Send us your resume and cover letter, and tell us why you’re the perfect fit.

**Recruiters, please DO NOT respond to this Ad.

Job Type: Full-time

Experience:

  • executive assistant: 5 years (Preferred)

Location:

  • Vancouver, BC (Required)