Executive Assistant

Beedie•Burnaby, BC

52d•$72,000 - $88,000

About The Position

As an Executive Assistant, youâll provide highâlevel, proactive administrative support to four senior executives within the Industrial Development and Construction group. This role is central to the effectiveness of the leadership team, requiring the ability to manage complex schedules, coordinate competing priorities, and anticipate needs across multiple leaders in a fastâpaced and dynamic environment. This trusted partner to the executives will be highly organized, detail-oriented, and comfortable navigating changing priorities, with a strong sense of professionalism and problemâsolving mindset. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the executives and the teams they oversee. This is an ideal opportunity for an experienced Executive Assistant who thrives in a highâenergy setting, enjoys supporting multiple senior leaders, and takes pride in enabling executive efficiency and business momentum. You are incredibly pro-active, not afraid to âroll-up your sleevesâ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity.

Requirements

A minimum of 3 yearsâ experience in an office management or administrative role
Post-secondary education (preferred)
Strong interpersonal skills and the ability to contribute effectively within a team environment
Ability to work efficiently and without constant supervision
Ability to multi-task and meet multiple objectives in short time periods
Ability to identify, assess and solve problems/issues independently and proactively
Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint.
Exceptional time management and organizational skills
Attention to detail
Excellent communication skills (oral and written)
Strong sense of integrity, professionalism and loyalty
Proactive, positive, and outgoing
Flexible and comfortable with ambiguity
Confidentiality and discretion on sensitive information
Experience working in a very fast-paced environment

Responsibilities

Manage the day-to-day schedule of the Executive Vice President, Industrial Development and Construction, ensuring seamless coordination of meetings, appointments, deadlines, and priorities.
Serve as a trusted partner to the Executive Vice President by proactively planning, tracking, and managing business and personal commitments, relationships, and engagement strategies
Monitor, track, and maintain all critical business and personal dates, deadlines, and milestones to ensure timely action and followâthrough
Prepare the Executive Vice President for internal and external engagements âincluding leadership meetings, client interactions, partner/vendor discussions, events, and presentations â through briefing materials, background research, and logistics coordination
Provide comprehensive administrative support to additional executive leaders across the organization, ensuring responsive, highâquality service delivery
Manage executive expenses, ensuring accuracy, policy compliance, and timely submission
Lead and support adâhoc initiatives and special projects as assigned, often involving crossâfunctional collaboration and high levels of discretion
Manage the Industrial business unitâs event calendar, ensuring accurate tracking, scheduling, and alignment with business priorities
Plan and coordinate holiday gift baskets and seasonal initiatives on behalf of the Industrial team
Act as the primary organizer for the annual broker event, including vendor management, logistics, communications, and onsite coordination
Track, manage, and coordinate Industrial sponsorships, ensuring visibility, compliance, and alignment with business goals
Conduct businessârelated errands and support office operations through handsâon administrative assistance
Support miscellaneous and adâhoc office projects as assigned, demonstrating flexibility, initiative, and problemâsolving skills
Coordinate, track, and maintain all travel bookings for members of the Industrial executive team, ensuring alignment with meeting schedules, business priorities, and personal preferences
Prepare detailed travel itineraries, including flights, accommodations, ground transportation, meeting locations, and contingency plans.
Monitor and update travel logistics in Outlook, including realâtime adjustments, confirmations, and relevant documentation
Ensure all travel bookings comply with company policies, approval workflows, and budget guidelines.
Troubleshoot travelârelated issues proactively, including delays, cancellations, rebookingâs, and lastâminute travel needs
Support the reconciliation of travel expenses by ensuring accurate, timely submission of receipts and expense reports.
Collaborate with internal teams to ensure travel logistics are fully aligned with event planning, meeting coordination, and executive agendas