Executive Assistant

3 weeks ago

Surrey, Canada Potentia Human Resources Inc. Full time

Are you ready to join a self-motivated team at the forefront of innovation? Our client, PHL Capital Corp. (PHL), located in Surrey, British Columbia, is one of British Columbia’s top providers of real estate focused investments and credit products. PHL is a company that is growing at a significant pace and is on the lookout for talented individuals to fill multiple key roles in administration, marketing, and lending. As PHL continues to enlarge their operations, they are seeking passionate professionals who are eager to contribute to their success story. If you're ready to thrive in a fast-paced environment and make a meaningful impact, we want to hear from you

 

PHL’s success is built on strong relationships, risk management and core values of trust, professionalism, and exceptional service. They have a great reputation for continually providing knowledge, experience, and value to everyone they represent. With PHL, you will find the opportunity to work with a talented, dedicated, and fun group of people who are committed to supporting one another and providing high-quality products to their clients.

 

They are currently looking to add an Executive Assistant to their team. As the successful candidate, you will play a crucial role in supporting the CEO by ensuring the seamless functioning of the executive office.  Facilitating effective communication between the CEO and internal and external stakeholders comes naturally to you because you value building strong relationships. You are discrete, professional, and efficient and enjoy managing a wide range of administrative and executive support duties. Your positive disposition and pride in a job well done is contagious. You excel at in-person, email and phone communication and can multitask and adapt with the best of them PHL is known for having a positive, respectful, and collaborative work environment and they look forward to onboarding a new team member


Responsibilities will include:

 

  • Consults with the CEO throughout the day, ensuring that all actionable tasks and objectives are effectively tracked and executed. Determines issues of priority and flags urgent situations;
  • Organizes and directs the CEO's calendar, including scheduling meetings, appointments, meal & event reservations, and travel arrangements;
  • Manages the CEO's email correspondence, including drafting messages and demonstrating skillful inbox and folder organization;
  • Serves as the primary point of contact between the CEO and internal teams, external partners, clients, and other stakeholders. Handles correspondence, emails, and phone calls promptly and professionally;
  • Ensures that the CEO is well prepared for all engagements. Organizes, prepares, and compiles accurate briefing materials;
  • Coordinates, prepares, uploads, and distributes materials for meetings, including agendas, presentations, and minutes. Attend meetings, take notes, and follow up on action items as necessary;
  • Composes, proofreads and/or edits various forms of draft correspondence for CEO review according to company standards and preferences;
  • Manages processes and the flow of information by screening and prioritizing incoming demands;
  • Arranges domestic and international travel for the CEO, senior leadership team and others as needed including flights, accommodation, and ground transportation. Ensure travel itineraries are well-planned, communicated and updated as needed;
  • Completes small jobs or tasks outside of the office related to the CEO’s administrative or personal needs;
  • Other duties as assigned.


Requirements: 
  • Post-secondary education in Business Administration or equivalent required;
  • Minimum 5 years previous experience supporting C-level executives or equivalent role required;
  • Strong computer proficiency in Microsoft Office is required. Proficiency in Adobe (for use primarily with PDFs), DocuSign, G-suite is considered an asset;
  • Excellent organizational and time-management skills, with the ability to multitask, stay organized and prioritize effectively in a fast-paced environment;
  • Strong communication and interpersonal skills, with a high level of professionalism, positivity, and discretion;
  • Self-directed and able to work effectively independently and in a team setting;
  • Exceptional attention to detail and accuracy;
  • Manages sensitive information discreetly, ensuring ongoing confidentiality is maintained;
  • Demonstrates flexibility and adaptability in response to shifting priorities and deadlines.

 

This is a full-time in-office position (Monday to Friday 9:00-5:00pm with periodic overtime) that is accompanied by an excellent total compensation package.  The base salary range for this position is $70,000 to $85,000 per annum based on experience with full benefits as a part of the competitive total rewards package. 


If you’re a seasoned professional who is positive and has a “can-do” attitude and are looking to join a dynamic team in a role with growth potential, along with your resume, please include a cover letter outlining how your previous experience as an Administrative Professional will contribute to PHL's success. A detailed job description is available upon request.

We look forward to hearing from you and getting the conversation going.



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