Executive Assistant & Receptionist

Axiom Builders, Bosa Construction, Greywolf Equipment•Vancouver, BC

9d•CA$75,000 - CA$85,000•Onsite

About The Position

Axiom Builders is looking for an Executive Assistant to support three executives and sit at reception for 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 an Executive Vice President, VP of Finance and VP of Construction Technology and Innovation. The ideal person is someone who works with a sense of urgency, while always prioritizing the quality of work and attention to detail. People would describe you as someone who can remain calm under pressure, navigate changing priorities and manage tight deadlines with a smile. You display a high standard of professionalism, confidentiality, and can build effortless rapport with the executives you support.

Requirements

Excellent computer literacy skills in MS Office Suite (Excel, Word, PowerPoint);
Three to five (3-5) years of experience in an administrative, EA or personal assistant role;
Exceptional interpersonal skills – with an ability to proactively communicate (verbal and written) in an effective and concise manner;
Ability to maintain a high degree of discretion and confidentiality;
Strong work ethic – a self-starter that can think critically, anticipate needs, and prioritize workload independently;
Comfortable leveraging tools and technology to support multiple people and departments at once.

Responsibilities

Proactively manage and coordinate complex calendars; 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 with travel support and scheduling including up to 50% travel for one executive;
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, or leverage AI to summarize and 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;
Welcome guests to our office including clients, partners and vendors.