Executive Assistant

Onni Group of Companies•Vancouver, BC

2d•CA$75,000 - CA$115,000•Hybrid

About The Position

We’re looking for an experienced Executive Assistant to support our President, CFO and COO. The ideal candidate is someone who thrives in a fast-paced environment and brings both structure and attention to every task. This hybrid role blends high-level administrative support with personal assistant duties, managing everything from executive calendars to family travel, household logistics, and confidential projects.

Requirements

Minimum 3 years’ experience supporting at a senior management/executive level
Strong knowledge of AI, MS Office, including Word, Excel, PowerPoint, Outlook & SharePoint
Upbeat, positive, outgoing, personable, and able to relate well with diverse groups
Demonstrated commitment to completion of projects on a timely basis
Excellent verbal, written and keyboard skills and organizational skills
Expert-level written and verbal communication
Adaptable personality that can adjust to last minute changes in plans
Ability to travel
Valid driver’s license & ability to use personal vehicle as required

Nice To Haves

Experience in either Real Estate, Finance, Construction, Property Management Leasing, or Marketing environment is a major asset

Responsibilities

Prepare and follow-up with various correspondence
Follow up on telephone & email inquiries and respond as appropriate
Scheduling and coordinating calendar appointments
Prioritize & manage multiple projects simultaneously, and follow through to completion
Assist with reviewing documents & reports and follow up with outside parties as required
Prepare meeting agendas and prepare minutes from meetings
Assure discreet handling of all company business
Source options & provide comparisons for family and corporate travel arrangements
Book and arrange global travel, transport, and accommodation for family trips keeping in mind all family special requests and requirements are met
Monitor travel dates and ensure days abroad align with current visa requirements
Plan events including dinner parties, special events from casual gatherings to large formal affairs
Oversee and manage personal and vacation homes in Canada and abroad – hiring maintenance and implementing quarterly schedules for routine preventative maintenance checks, coordination of housekeepers schedules, meeting trade on site as required, track and manage utilities invoices etc.
Coordinate vehicle repairs and maintenance in both Canada and abroad
Assist with coordinating repositioning of personal vehicles as required between airport and residences
Other miscellaneous tasks assigned by executives
Signing and Tracking of contracts and change orders for the VP and Executive VP of Operations
Update contract tracker and save executed copies and send to Accounting
Arrange a weekly catch up meeting with VP and Executive VP of Operations with signing of any documents/review pressing emails, etc.
Organize receipts and reconcile credit cards
Calendar and meeting management