Executive Assistant/office Administrator

2 months ago

Burnaby, Canada Avi Dhaliwal Group Full time

**Our Group**:
Avi Dhaliwal Group is a diversified holding company based in Western Canada, comprising a range of strong operating businesses across multiple sectors, including real estate and development, architecture, engineering and construction (AEC), finance, manufacturing, and automotive. Our portfolio features prominent companies such as Canvas Homes, Sea to Sky Construction, SOTA Structures, Avi Dhaliwal Developments, The Stair Co., and D5 Capital.

**Our Offer**:
We provide an environment where ambitious and talented individuals can thrive and succeed. With a steadfast commitment to integrity, perseverance, and excellence, our group has expanded from two to eight companies in just four years, achieving a revenue growth of over 100-fold. Currently, our real estate portfolio and future project pipeline are valued at over $500 million. We invite highly driven individuals to join us in the early stages of what we anticipate will become one of North America’s premier real estate and development firms.

**Opportunity Summary**:
We are seeking a dedicated Executive Assistant/Office Manager to provide timely and professional support to the principal of our company. This role involves delivering high-quality administrative and clerical assistance to ensure seamless operations.

**Responsibilities**:

- Executive Support_
- Manage and maintain the executive's schedule, including appointments, meetings, and travel arrangements.
- Prepare and organize materials for meetings, presentations, and executive communications.
- Handle confidential information and documents with discretion and professionalism.
- Coordinate and support executive team projects and initiatives as needed.
- Office Management_
- Oversee the daily operations of the office, ensuring a smooth, efficient, and productive work environment.
- Manage office supplies inventory, ordering and restocking as necessary to maintain an organized workspace.
- Liaise with vendors, service providers, and building management to address any office maintenance or facility needs.
- Coordinate office seating, desk assignments, and space planning to accommodate company growth.
- Administrative Support_
- Assist in preparing reports, presentations, and other documents as needed.
- Process expense reports, invoices, and other financial records for the executive team and office operations.
- Assist with organizing company events, meetings, and team-building activities.
- Human Resources Support_
- Support the onboarding process for new hires, including setting up workstations, preparing welcome materials, and facilitating orientations.
- Maintain employee records, office policies, and procedures, ensuring compliance with company policies.
- Serve as a point of contact for office-related questions and assist with employee requests.
- Special Projects and Process Improvement_
- Lead or participate in special projects and cross-functional initiatives to improve office processes and overall efficiency.
- Implement systems and tools to improve workflow and streamline administrative tasks.
- Research and recommend new tools or vendors that enhance office operations or employee experience.

**Requirements**:

- Experience_
- 3 to 5 of experience as an Executive Assistant, Office Manager, or in a similar administrative role.
- Proven track record of supporting senior executives and managing office operations.
- Education_
- Bachelor’s degree in Business Administration, Management, or a related field is preferred, though equivalent experience is often accepted.
- Skills_
- **Organizational Skills**: Exceptional ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
- **Communication Skills**: Strong verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
- **Technical Proficiency**: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with office management software, such as Google Workspace, Slack, or project management tools like Asana or Trello.
- **Problem-Solving**: Proactive and resourceful in resolving issues independently, with a strong sense of initiative.
- Attributes_
- **Attention to Detail**: High level of accuracy and commitment to producing quality work.
- **Discretion and Confidentiality**: Ability to handle sensitive information with integrity and professionalism.
- **Adaptability**: Comfortable in a dynamic work environment and capable of managing change smoothly.
- **Interpersonal Skills**: Positive attitude and team-oriented, with a desire to support and collaborate with others across the organization.
- Availability_
- Flexibility to occasionally work outside standard business hours to support executive scheduling and travel.
- Additional Qualifications_
- Experience coordinating company events, meetings, and team-building activities.
- Familiarity with basic bookkeeping or expense management systems.+
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