Executive Assistant

**Avana Developments Inc. **is a high-growth and fast-paced company in its ninth year of business. We have emerged in the Western Canadian construction industry as a leading developer and a highly rated property management company. Driven by a team of motivated and enthusiastic leaders with an unwavering entrepreneurial spirit, **Avana** is dedicated to providing the community with beautiful, attainable and safe rental homes. To carry out our mission of creating change through attainable housing, we are required to perform at an exceptionally high level, and that is where you come in.

We are hiring an **Executive Assistant **to support Avana’s large-scale growth plans. The successful applicant will succeed in a fast-paced progressive career, enjoy working with people in a team environment, and lead with excellence. The **Executive Assistant** will report directly to the President & CFO and will also support other members of the Senior Leadership Team.

**Key Responsibilities**:

- Administrative project management of critical corporate activities to support the achievement of key business objectives.
- Monitor and communicate administrative standards, processes, and policies across the leadership division, and making improvement recommendations to ensure optimum efficiency.
- Oversee the administrative office functions to ensure effective management of corporate offices and a strong first impression is made with those contacting Avana.
- Participate in and coordinate executive meetings, including drafting and distributing agendas and recording minutes.
- Assist with the management of executive calendars through collaboration, prioritization, and scheduling.
- Coordinate activities and special projects as requested by the President & CFO and/or the Chairwoman & CEO.
- Draft, review, and send communications on behalf of company executive(s).
- Act as the point of contact for executives on specified topics among employees, clients, and other external partners, managing information flow in a timely and accurate manner.
- Direct and support the research and compiling of briefing and background materials for executives.
- Track and monitor action items to ensure timelines are met.
- Manage incoming and outgoing correspondence on various channels, ensuring proper distribution.
- Order supplies and handle office equipment repairs and furniture replacement, ensuring the corporate assets are well-managed.
- Book and coordinate executive travel arrangements, dining, and accommodations when requested. Some travel with executives may be required.
- Attend and represent Avana at various community events and functions.

**Skills and Qualifications**:

- A minimum of five (5) years in an executive administrative position, with experience working in a dynamic and fast-paced environment.
- A university degree or a diploma relevant to this position is preferred.
- An exceptional communicator, both verbally and in writing.
- Critical thinking ability with solution-focused outcomes and the ability to work independently toward key deadlines.
- Exceptional attention to detail, problem-solving ability, strategic thinking, excellent time management, and great interpersonal skills.
- Excellent technical skills in office management and administrative practices, including the ability to learn new software.
- Experience using Apple hardware would be an asset.
- Experience working in Excel and dealing with financial information and projects would be an asset.
- Approachable and collaborative in order to build strong working relationships.
- Innovative with the confidence to identify and make process improvement recommendations.
- Be able to work flexible hours, including additional time as necessary to meet critical deadlines.
- Ability to maintain a high degree of discretion and confidentiality at all times.

**Compensation Package**:

- **Salary Range**:$55,000 to $75,000 based on education and experience. Salaries are reviewed annually in October.
- **Benefits**:Dental and medical benefits package. 80% of the cost is covered by Avana. Option for employee to purchase disability and life insurance.
- **Pension**:The Pension Plan will commence at the start of your second year of employment. 2% of salary matched in year two, 3% of salary matched in year three, 4% of salary matched in year 4 and 5% of salary matched in year 5. Avana’s matched portion vests 12 months after first contribution.
- **Vacation Entitlement**: 20 business days per year. Must be accumulated prior to taking them, with consideration of the exceptions noted above.
- **Annual Bonus**:Opportunity to earn up to 10% of salary as an annual bonus.
- **Probation Period**:The probation period is 90 days from the start date listed.
- **COVID-19 Protocol**: Avana requires all employees to be fully vaccinated. Exemptions may be made for anyone who has a confirmed medical diagnosis with a doctor’s note.
- **Criminal Record Checks **are required for all Avana employees pr