Administrative Assistant

**ADMINISTRATIVE ASSISTANT**

**Salary**: $50,000 to $55,000 per annum, based on experience and qualifications
**Employment Type**: Full-Time, Permanent
**Location**: 2nd Floor, 1609 Fort Street, Victoria, BC
**Reports To**: Managing Director

**Company Overview**

Highbury Asset Management Inc. is a dynamic and forward-thinking company specializing in executive management, strategic planning, financing, and shared administration services for a diverse portfolio of real estate and retail investments. With a strong presence in southern Vancouver Island and Salt Spring Island, we manage businesses that collectively employ over 300 staff. At Highbury, we foster professionalism, growth, and community engagement, providing exceptional support to the teams and businesses we oversee.

**Why Join Us?**

As part of our team, you will enjoy:

- **Comprehensive Benefits Package**, including:

- Dental care
- Extended health care
- Employee assistance program
- Disability and life insurance
- Paid vacation
- Company events
- 20% discount on groceries at Urban Grocer
- A **collaborative, professional, and supportive work environment**:

- Opportunities for **growth and professional development**

**Position Overview**

**Key Responsibilities**

**1. Office & Administrative Support**
- Manage office supplies, inventory, and equipment to ensure seamless operations
- Maintain general tidiness of office, boardrooms, kitchen, and supply areas
- Ensure office cleanliness beyond twice-weekly cleaning service duties (e.g., trash, washroom supplies, dishwasher, light bulb replacement, plant care)
- Organize and maintain electronic and physical filing systems
- Perform printing, scanning, electronic filing, and document formatting
- Coordinate mail handling, courier shipments, and package deliveries
- Provide professional front desk coverage, greeting visitors, answering phones, and assisting employees
- Create internal company notices, memos, and interoffice posters

**2. Executive & Personal Assistance**
- Assist in personal tasks such as coordinating appointments and managing vacation property projects
- Organize and coordinate executive and corporate events, including guest lists, venue booking, accommodations, and travel logistics
- Handle transcriptions, document processing, and confidential correspondence
- Reconcile and coordinate payments.

**3. Project & Operations Coordination**
- Assist in property management, including advertising rental units, handling tenant communications, and tracking lease agreements
- Monitor parking lot compliance and issue notices for unauthorized vehicles
- Coordinate minor office repairs and vendor management
- Support business operations by taking meeting minutes and following up on action items
- Assist in sourcing equipment for retail operations

**4. Event & Staff Coordination**
- Plan internal meetings and corporate events
- Book hotels and manage logistics for staff attending conferences (e.g., ICSC, VIEA Summit)
- Organize employee engagement programs, staff celebrations, and social events
- Support new employee onboarding and maintain HR-related documentation

**5. Accounting & Financial Support**
- Track and update employee incentive programs
- Follow up on invoice approvals and assist with accounts payable processing
- Provide vacation coverage for accounting team members in credit card reconciliations and weekly reporting
- Receive and process vendor invoices, ensuring accuracy and timely payment follow-up

**6. IT & Technical Support**
- Assist with basic workstation setup, including connecting computers, phones, and ancillary office equipment
- Provide technical support for office printers, conference room equipment, and general IT troubleshooting

**Qualifications & Skills**

**Must-Have**:

- Minimum **2 years of recent administrative experience** in a fast-paced office environment OR recent relevant education in administration, business, or office management
- Exceptional organizational and multitasking skills
- Proficiency in **Microsoft Office Suite** (Outlook, Word, Excel, Teams, SharePoint)
- Ability to prioritize multiple tasks, meet deadlines, and adapt to changing priorities
- High level of **discretion and confidentiality** when handling sensitive information
- **Resourcefulness** in researching and resolving issues proactively
- Excellent customer service and interpersonal skills
- **Valid BC Driver’s License** and ability to run occasional errands using business owner or personal vehicles

**Preferred**:

- Experience in **project coordination, property management, or executive assistance**:

- Background in **accounting support, HR administration, or event coordination**:

- Familiarity with **Adobe Acrobat, project management software, or ERP systems**:

- Experience handling **vendor relations and office procurement**

**Work Environment**

**How to Apply**

If you are a detail-oriented, proactive individual seeking an opportunity to support a dynamic executive