Executive & Personal Assistant

Direct message the job poster from Alabaster Homes Manager, Corporate Operations at the Alabaster Group of Companies | People & Culture | Tech‑Savvy Projects & Programs Ninja | Driving Operational… The Alabaster Group of Companies encompasses Alabaster Homes, our multi‑family rental, strata and multiplex division and Pavilion Cowork, our shared office space division. While our core business is real estate development and shared office space, we pride ourselves on being a team of community builders. Our passion for our work is evident in everything we do. As we continue to grow as a company, we are looking for a dynamic administrative professional to join our team. Position Summary The Executive & Personal Assistant provides administrative and personal support to members of the Executive Leadership Team (ELT). This role requires exceptional discretion, organizational excellence, and the ability to anticipate needs and manage complex, fast‑moving priorities. Acting as a strategic partner and trusted liaison, the Personal & Executive Assistant will ensure the seamless operation of executive activities and help CEO and ELT stay organized, effective and able to maintain focus on organizational priorities. Core Duties & Responsibilities Executive Support Strategic Calendar & Time Management Manage complex calendars, meetings and travel arrangements for the members of the Executive Leadership Team (ELT), ensuring alignment of priorities and efficient time use. Anticipate and proactively resolve scheduling conflicts, travel changes and competing priorities. Executive Communications & Reporting Prepare executive level communications, including presentations, reports and documents as required for both internal and external meetings. Preparation of agendas, compiling materials, recording minutes and tracking follow up actions for both internal and external meetings as required. Conduct research and gather information as needed to assist in decision making and problem solving. Prepare and maintain excel spreadsheets for tracking and light reporting. Point of contact for internal and external relationships. Travel Planning & Logistics Plan and execute detailed domestic and international travel arrangements, including flights, accommodation, ground transportation, visas and itineraries. Meeting & Event Coordination Organize recurring and ad‑hoc internal and external meetings that involve ELT. Arrange catering and equipment rentals as needed – includes set up and tear down for internal meetings. Manage meeting & event logistics to ensure seamless execution. Expense Administration Prepare, track and reconcile executive expense reports and reimbursements accurately and promptly. Other duties and tasks as assigned and required. Personal Assistance Support Provide hands‑on support with personal scheduling, travel arrangements, family coordination and day‑to‑day logistics to ensure a seamless balance between the executive’s professional and personal commitments. Manage day to day personal administrative duties including insurance, contracts, and other personal relationships. Travel & Event Coordination Plan and manage personal and family travel - including flights, accommodations, transportation, dining and entertainment itinerary creation - with the same level of precision shown for corporate management. Coordinate private and social events, dinners and family gatherings as needed. Household & Property Oversight Liaise with the head of household to ensure smooth operations and upkeep of personal residences and vehicles. Oversee scheduling for required maintenance, deliveries and other household services. Personal Appointments and Errands Manage and schedule personal appointments such as medical visits, wellness sessions and other personal services. Handle any personal errands with discretion and efficiency, ensuring that the executives’ personal needs are proactively met. Family & Guest Coordination Act as the point of contact for family members, visiting guests or VIPs. Assist with hospitality arrangements, gifts and travel logistics as needed. Special Projects & Personal Initiatives Manage ad‑hoc or long‑term personal projects (e.g. relocation, events, philanthropy or community involvement) and ensure timelines and deliverables are met. Corporate Operations Support Administrative support for our Corporate Operations Department across various responsibilities, including but not limited to: Meetings & Event Coordination Serve as Co‑Chair for the Social Events Committee to plan and execute staff social events and Town Hall and other All‑Hands meetings. Serve as a key member of the Location Operations team to ensure smooth operations of our head office location. People & Culture Support Onsite tasks such as office orientation and welcome tour and assistance with desk set up. Onsite coordination of return of Company property for departing employees. CRM maintenance and data entry for contacts and investors as requested by ELT. Provide back up coverage for the Manager, Corporate Operations for specific software platforms as needed. Health & Safety Obtain and keep current valid First Aid Certification and act as an Office First Aid Attendant. Serve as a key member of the Office Health & Safety Committee. Who You Are You are an organizational powerhouse, driven by details, and proactive problem solver. With strong relationship management, you take pride in understanding the needs of others and value delivering the highest level of hospitality with discretion for sensitive information. Eager to learn and committed to excellence, you’re ready to roll up your sleeves and get the job done. You thrive as part of a close‑knit, hardworking team. You ensure nothing falls through the cracks, whether personal or professional, you keep things running smoothly so CEO can focus on leading the business. In addition to these qualities, you possess: Post secondary education in business administration or equivalent work experience. Must have 5+ years as an Executive and Personal Assistant Proficient in Google Workspace applications as well as Microsoft and Adobe. Willingness to learn new software as needed. Excellent verbal and written communication skills and fluency in English. Positive attitude and willingness to learn. Adaptable and flexible, able to work in a fast paced environment in multiple time zones, both independently and as part of a larger team. Solutions oriented approach with superior time management, multitasking and prioritization abilities. Eligible to work in Canada (Canadian Citizen, Permanent Resident or valid working visa) required. Knowledge of the Vancouver real estate market and/or coworking is an asset. Total Compensation Package Base Annual Compensation, with a range of $65,000.00 - $90,000.00. depending on experience and qualifications. Vacation & Time Off Package. Extended Health & Dental Benefits upon successful completion of a mandatory 3 month probationary period. How to Apply Submit a resume with a brief cover letter to careers@alabasterhomes.ca In the subject line, include “Application for Executive & Personal Assistant” Position will remain posted until filled. Only selected applicants will be contacted, we regretfully cannot respond to all applications No phone calls please. The Alabaster Group of Companies is an Equal Employment Opportunity employer. Our goal is to be inclusive, diverse and representative of the communities where we work while creating an environment where every person can enjoy a successful career. This commitment applies to all candidates and employees regardless of race, ethnicity, creed, place of origin, religion, sex, gender identity, gender expression, sexual orientation, family status, marital status, disability, age and any other protected characteristic. Requests for accommodation due to a disability or any other protected characteristic can be made at any stage of the recruitment process and during employment by contacting our Corporate Operations Team at corporateops@alabasterhomes.ca. Seniority Level Mid‑Senior level Employment type Full‑time Job function Administrative #J-18808-Ljbffr