Executive Assistant

2 hours ago

Vancouver, British Columbia, Canada Axiom Builders Full time
Axiom Builders is looking for an Executive Assistant to support both the CEO and COO at our beautiful downtown Vancouver head office. This position is perfect for an organized, self-starting and down-to-earth administrative professional who is resilient and able to adjust to priorities on the fly with clarity and efficiency. This person will support two senior leaders with different management styles and will require a savvy and sharp person to balance these nuances; understanding how they operate will help build long-term working partnerships.
Key Responsibilities

Proactively manage and coordinate complex calendars for the CEO and COO, anticipating conflicts, priorities, and follow-ups to keep days running smoothly
Coordinate corporate travel and related logistics end-to-end, ensuring clear communication, timely changes, and smooth execution
Support the CEO and COO with a mix of professional and limited personal support (travel planning, errands, property-related coordination, and day-to-day problem solving as needed)
Plan and coordinate leadership meetings and events, handling logistics such as scheduling, invitations, room setup, catering, and AV, both in-office and off-site
Prepare clear, well-organized reports, presentations, and materials using PowerPoint, Excel, and Word to support leadership decision-making
Attend key meetings to capture action items, decisions, and next steps, and ensure timely follow-up and distribution of meeting notes
Act as a point of coordination between executives, internal teams, and external partners, ensuring communication is clear, professional, and responsive
Oversee courier and document handling, ensuring materials are tracked, organized, and delivered accurately and on time
Support regular reporting, updates, and ad-hoc requests, using good judgment to prioritize and manage competing deadlines

What you Bring
The ideal person is someone who works with a sense of urgency, while always prioritizing the quality of work and attention to detail. People would describe you as someone who can remain calm under pressure, navigate changing priorities and manage tight deadlines with a smile. You display a high standard of professionalism, confidentiality, and can build effortless rapport with the executives you support.   
This role requires access to a reliable vehicle. On-site parking is provided to the successful candidate. 
Skills and Experience

Excellent computer literacy skills in MS Office Suite (Excel, Word, PowerPoint);
Three to five (3-5) years of experience in an administrative, EA or personal assistant role, ideally in property administration or real estate;
Exceptional interpersonal skills – with an ability to proactively communicate (verbal and written) in an effective and concise manner;
Ability to maintain a high degree of discretion and confidentiality;
Strong work ethic – a self-starter that can think critically, anticipate needs, and prioritize workload independently;
Diploma, Certificate, or Degree in Business, Construction, Real Estate, or a related field will be considered an asset.

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