Executive Assistant

4 weeks ago

Vancouver, Canada Sprott Shaw College Full time

Position Overview:

We are seeking a highly organized and versatile Executive Assistant/Office Administrator to join our team. The ideal candidate will provide comprehensive administrative support to the President/Managing Director, Vice Presidents, and other executives as needed. This role also involves assisting with mortgage administration, invoicing, banking, marketing, and general office administration duties. The right candidate is detail-oriented, proactive, and possesses exceptional communication and organizational skills, along with a strong working knowledge of Excel and QuickBooks.

Key Responsibilities:

Executive Assistance:

Provide administrative support to the Managing Director. Serve as a communication liaison between the Managing Director and staff. Greet clients and business contacts for meetings with the Managing Director. Track and process the Managing Director’s travel expenses. Handle private investments, including operating statements, cash flow reports, and file maintenance. Coordinate maintenance issues and correspondence for condo investments with property managers and tenants. Perform office filing, deposits, and bill payments.

Invoicing & Banking/Cash Management:

Prepare and distribute monthly interest payment invoicing. Manage the collection of interest payments and maintain accurate records of incoming cash. Prepare payout statements, post-dated cheque requests, and other financial documents.

Marketing:

Assist in preparation marketing materials, including annual company brochures and meeting documents. Assist with the preparation of Executive Summary by proofreading, formatting, and importing necessary documents. Coordinate and prepare for Investment Committee meetings, including booking, material preparation, and arranging refreshments.

Mortgage Administration Assistance:

Track and follow up on mortgage covenants, maturity dates, renewals, and other critical dates. Maintain and organize loan files, and assist with correspondence involving lenders, borrowers, brokers, and lawyers. Support funding and release requests as needed.

Reporting & File Maintenance:

Manage and file all investor reporting on a monthly, quarterly, and as-needed basis. Maintain filing systems and ensure the accurate transfer of paid-out files to storage annually.

General Office Administration:

Manage phone calls, incoming and outgoing mail, petty cash, and office supplies. Handle monthly accounts payable and maintain the overall filing system. Maintenance of Petty Cash. Order office supplies and equipment, coffee as required. Filing system maintenance.

Essential Skills and Qualifications:

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.

Application Instructions:

Please email or fax a cover letter and resume to: .
We thank all applicants; however, only those selected for an interview will be contacted.

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