Office Manager

Office Manager & Executive Assistant to the CEO The Office Manager & Executive Assistant to the CEO provides high‑level administrative and operational support to the CEO, executive leadership, and the broader organization. This hybrid role combines executive support with management of the organization’s operations, policies, and procedures. The position ensures efficient office management while enabling the CEO to focus on strategic priorities and organizational growth. Key Responsibilities Executive Support: Provide comprehensive support to the CEO, including calendar management, meeting scheduling, travel coordination, logistics oversight, and preparation and submission of expense reports. Correspondence and Reporting: Analyze incoming and outgoing correspondence, prepare briefing notes, summary reports, and presentations for executives, committees, and the Board of Directors. Strategic Research: Conduct research, compile data, and prepare reports to support strategic initiatives and executive decision‑making. Stakeholder Representation: Serve as the CEO’s primary contact for internal and external stakeholders, representing the office professionally. Project Management: Assist in project management by tracking key deliverables, deadlines, and budgets. Board Support: Attend board and management meetings; record minutes and track action items; prepare agendas, materials, and follow‑up communications. Office Management & Administration: Oversee Vancouver office operations, including vendor relationship management, office maintenance, budgets, and inventory control. Policy Development: Develop, implement, and enforce administrative policies and procedures for staff, executives, committees, and the Board. Communication Facilitation: Facilitate effective communication between management, employees, committees, the Board, and external stakeholders. Resource Coordination: Coordinate staff requests, office supplies, and facility needs to ensure smooth day‑to‑day operations; track, procure, and manage office resources cost‑effectively. Leadership Support: Provide guidance and support to the Victoria office administrator on operational matters; plan, coordinate, and manage corporate events, travel arrangements, and administrative coordination for internal and external functions. Employee Engagement & Stakeholder Coordination: Facilitate onboarding and offboarding processes in collaboration with HR; manage internal and external mailboxes; coordinate employee engagement initiatives, including birthdays, milestones, and recognition programs. Certification & Representation: Maintain COR certification requirements and serve as the Worker Representative in Vancouver. Vendor Management: Source, negotiate, and manage corporate vendor agreements (hotels, flights, couriers) with cost efficiency in mind; manage UDI membership responsibilities and other real‑estate networking opportunities. Additional Support: Provide ad‑hoc administrative support to executives, senior management, departmental leaders, and the Board as required; act as a trusted partner to the CEO, proactively managing priorities and ensuring operational excellence. Qualifications and Experience Post‑secondary education in Business Administration, Office Management, Communications, or a related field. Post‑graduate education in a related field considered an asset. Minimum seven years of experience providing executive‑level support and managing office operations. Demonstrated experience with event planning, vendor management, and corporate communications. Preferred experience in real‑estate development and construction. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Planner, To‑Do, Forms, OneNote), Canva, Adobe Acrobat, and DocuSign. Preferred experience with corporate vendor portals and office operations tools. Knowledge, Skills, Abilities, and Other Attributes (KSAO) Knowledge: Executive support and office management best practices. Real‑estate development and construction industry knowledge. Workflow processes, compliance requirements, and reporting standards. Corporate communications and stakeholder engagement. Identify workflow inefficiencies and anticipate operational and logistical challenges. Understand development timelines, project documentation, investor relations, and compliance requirements. Skills: Strong organizational, documentation, and time‑management skills. Proficiency in digital tools and office management platforms. Ability to create accurate reports, presentations, and executive correspondence. Ability to develop and implement administrative policies and procedures across staff and executives, and oversee policy enforcement. Prioritize and coordinate conflicting requests from executives, staff, and external stakeholders. Abilities: Manage multiple tasks and competing priorities effectively. Communicate clearly and professionally with internal and external stakeholders. Anticipate needs and provide proactive support to executives and staff. Demonstrate resilience and perseverance under pressure while delivering high‑quality results. Other Attributes: Strong work ethic and professional endurance. Detail oriented, proactive, and adaptable. Collaborative and supportive approach to working with leadership and teams. Maintains discretion and professionalism in handling confidential information. Exercise judgment and discretion to determine matters requiring CEO attention or escalation. Primarily office based in Vancouver with occasional travel to Victoria or external meetings. Fast‑paced, deadline‑driven environment requiring multitasking and coordination across multiple stakeholders. Balances executive support with operational management, adapting to shifting priorities and organizational needs. Benefits Vacation: 3 weeks $1,000 annual fitness allowance RRSP matching Employment Details Seniority level: Mid‑Senior level Employment type: Full‑time Job function: Administrative Location Vancouver, British Columbia, Canada #J-18808-Ljbffr