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Executive Assistant/Administrative Assistant Kerkhoff Develop- Build

3 months ago

Chilliwack, Canada Kerkhoff Construction Group Full time

ABOUT KERKHOFF: DEVELOP BUILD

Kerkhoff: Develop-Build ("Kerkhoff") is a renowned industry leader with over five decades of experience in positively transforming communities through development and construction.

Specializing in mixed-use multi-family residential and commercial developments, we employ a mix of wood frame and concrete construction methods. Our mission over the next decade is to create value by developing environmentally and socially responsible communities that provide new homes for 1,000 families annually.

If you aspire to contribute to a team dedicated to excellence in development and construction on a daily basis, Kerkhoff is the perfect environment for you to thrive.

JOB OVERVIEW

The Executive and Administrative Assistant provides inclusive support to designated Leadership Team members while also handling general administrative duties. This role requires versatility, strong organizational skills, discretion, and the ability to multitask effectively.

SPECIFIC RESPONSIBILITIES

The responsibilities of the Executive and Administrative Assistant role include, but are not limited to:

Executive Assistant Duties:

  • Managing complex calendars, schedules, and priorities for Leadership Team members; maintaining filing systems to ensure easy retrieval of information; coordinating meetings, appointments, and travel arrangements efficiently.
  • Administrative and operational support to designated Leadership Team members.
  • Providing real-time scheduling support by booking appointments and preventing conflicts.
  • Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations, on behalf of Leadership Team members.
  • Proof-reading, editing and finalizing contracts and project documents.
  • Anticipating the needs of designated Leadership Team members.
  • Serving as the primary point of contact for internal and external communication on all matters pertaining to designated Leadership Team members, providing a bridge for smooth communication between Leadership Team members and Kerkhoff staff.
  • Working closely with designated Leadership Team members to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Managing calendars, scheduling appointments, and coordinating meetings.
  • Screening phone calls, emails, and correspondence, and handling inquiries appropriately.
  • Processing designated Leadership Team member expenses.
  • Handling sensitive and confidential information with discretion.
  • Assisting the Leadership Team in organizing and executing team-building events that contribute to fostering a positive and enjoyable workplace environment.

Administrative Assistant Duties:

  • Office tasks, including filing, generating reports, meeting minutes, etc.
  • Maintain polite and professional communication via phone, email, and mail.
  • Assist in the review and finalization of Human Resources documents, assist with the recruitment and onboarding of employees.
  • Replenish office and site materials such as drinks, snacks, printer supplies, paper, office supplies, etc.
  • Provide event management support as requested.
  • Managing incoming and outgoing mail and packages.
  • Providing general administrative support to Kerkhoff staff as needed.
  • Assisting Kerkhoff staff in organizing and executing team-building events that contribute to fostering a positive and enjoyable workplace environment.

SKILLS, KNOWLEDGE, QUALIFICATIONS, EXPERIENCE AND ASSETS:

The Executive and Administrative Assistant should have the following sills, knowledge, qualifications, experience and assets:

  • A high school diploma or equivalent is often required, candidates with an associate or bachelor's degree are preferred.
  • A minimum of two (2) years experience in Executive or Administrative roles supporting executives or upper management is required; candidates with more experience are preferred.
  • Excellent communication skills, both verbal and written.
  • Strong organizational and time management skills.
  • Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for document creation and email management; familiarity with online collaboration tools such as Teams.
  • Attention to detail and accuracy in completing tasks.
  • Ability to prioritize tasks and manage multiple priorities efficiently.
  • Discretion and the ability to handle confidential information with sensitivity.
  • Problem-solving skills and the ability to make independent decisions when necessary.
  • Adaptability and flexibility to respond to changing priorities and demands.
  • Professionalism and the ability to represent the executive or organization positively in interactions with clients, customers, and other stakeholders.
  • Familiarity with office equipment such as fax machines, printers, and scanners.
  • Experience with calendar management, scheduling appointments, and making travel arrangements.
  • Ability to work well in a team and collaborate with colleagues across different departments.
  • Customer service orientation and the ability to interact professionally with internal and external stakeholders.
  • Strong interpersonal skills and the ability to build rapport with executives, colleagues, and clients .

To apply: If this opportunity sounds like a good fit for you, please submit your resume and cover letter in confidence through our website. We thank all applicants for their interest however only those selected for an interview will be contacted.


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