Executive Assistant to CEO and President

4 weeks ago

Vancouver, Canada Macdonald Realty Ltd. Full time

**Position Summary**

Reporting to the CEO & President, the EA is responsible for performing and managing administrative duties for the executive management. The position oversees the flow of information within the department, prepares correspondence with the senior leadership team, and manages calendars, meetings, and event arrangements.

You will also prepare submissions, tracks financial commitments, and oversees the purchase of goods and services required by the department. The EA acts as a liaison with other branches and external contacts. Sensitivity to confidential matters may be required.
- **Job title**:Executive Assistant to CEO & President
- **Location**:Vancouver, Kerrisdale
- **Reporting Manager
- **CEO & President
- **Work Hours**:12pm-5pm, Mon
- Fri
- **Job type**:Part time
- Permanent
- (25hrs/week)

**Duties and Responsibilities**
- Acting as the strong point of contact among executives, employees, clients, and other external partners/stakeholders and building strong relationship to accomplish objectives
- Managing information flow, coordinating work with others, keeping CEO & President apprised of issues, and adapt to changing priorities in a timely and accurate manner
- Managing executives’ calendars and setting up meetings with stakeholders, take meeting minutes, travel, and accommodation arrangement, run errands, driving to appointments occasionally, organizing personal events
- Ability to maintain corporate records of the company or associate company, maintain and updating personal and company contact list/ database, maintain company documents,
- Manage daily personal and corporate expenses and prepare weekly, monthly, or quarterly reports
- Format presentations for internal and external communication
- Screen and direct phone calls and distribute correspondence, take minutes during the meeting
- Organize and maintain an office filing system, mail, completing administrative forms, file, organize, scan, copy, and fax documents
- Preparing and maintaining legal and corporate documents and notices, and updating transactional documents with the most recently negotiated language
- Process third-party and vendor invoices

**Skills and Education**
- High school diploma in Commerce or Business management or equivalent. Courses or other experience in housing and/or real estate and/or Law firm preferred
- 3+ years’ experience in managing the administrative aspects of the office of a CEO/MD, operating within a fast-paced, complex environment
- Ability to handle sensitive information with confidentiality
- Excellent verbal and written communication, organization, time management, and expediting skills
- Good understanding of Microsoft office (Word, Power-point, Excel)
- Sound knowledge of the principles and practices of managing the administrative activities for the office of the CEO & President
- BC drivers’ license required

**Job Type**: Part-time
Part-time hours: 25 per week

**Salary**: $23.00-$25.00 per hour

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Vancouver, BC V6M 1R8: reliably commute or plan to relocate before starting work (required)

Work Location: In person

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