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Executive Assistant

2 months ago

Vancouver, British Columbia, Canada Sprott Shaw College Full time

Job Summary:

Sprott Shaw College is seeking a highly organized and versatile Executive Assistant/Office Administrator to provide comprehensive administrative support to the President/Managing Director, Vice Presidents, and other executives as needed.

Key Responsibilities:

  • Provide administrative support to the Managing Director, including tracking and processing travel expenses, handling private investments, and coordinating maintenance issues.
  • Manage the collection of interest payments and maintain accurate records of incoming cash.
  • Prepare and distribute monthly interest payment invoicing, payout statements, and other financial documents.
  • Assist in preparation of marketing materials, including annual company brochures and meeting documents.
  • Coordinate and prepare for Investment Committee meetings, including booking, material preparation, and arranging refreshments.
  • Track and follow up on mortgage covenants, maturity dates, renewals, and other critical dates.
  • Manage and file all investor reporting on a monthly, quarterly, and as-needed basis.
  • Manage phone calls, incoming and outgoing mail, petty cash, and office supplies.
  • Handle monthly accounts payable and maintain the overall filing system.

Requirements:

  • A personable demeanor, professionalism, and discretion are essential.
  • Excellent verbal and electronic communication skills.
  • Advanced proficiency in QuickBooks and Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook.
  • Ability to adapt to a dynamic work environment with shifting demands and priorities.
  • Strong organizational skills with the ability to balance multiple tasks efficiently.
  • Experience handling confidential documents with a high degree of professionalism.