As an Executive Assistant and Office Administrator, you’ll play a vital role in supporting our Executive Vice President, Eastern Canada as well as ensuring the smooth operation of the Ontario office. This dual-faceted role requires a highly organized, detail-oriented, and proactive professional capable of managing multiple tasks efficiently in a fast-paced setting. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the office and its staff.
Primary responsibilities include calendar management, ownership of facilities maintenance, process improvement, cultivating vendor/colleague relationships, and providing exceptional client service to ensure the office is well managed on all fronts. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity.
Key Responsibilities
- Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support to planning and managing relationships
- Track all critical dates for business and personal events
- File management and organization in Teams, SharePoint, and Outlook
- Plan and manage weekly team meetings including advance preparation of agendas
- Prepare Executive Vice President for internal meetings, customer meetings, events and vendor/partner meetings
- Prepare, review, and submit executive expense reports, ensuring accuracy, policy compliance, and timely submission
- Facilitate ad-hoc projects as needed
- Collaborating with head office to maintain processes in optimizing office operations – including standardizing office protocols (where feasible)
- Coordinate incoming and outgoing parcel deliveries
- Coordinate office activities and events
- Assist with researching and maintaining vendor relationships to support office efficiencies and initiatives
- Inventory management and assist with ordering of office supplies and kitchen needs
- Servicing of coffee/ice machines, office equipment, etc., liaising with appropriate vendors or individuals where support is needed
- Management of employee parking program
- Oversee the maintenance of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities
- Set up or clean-up of workstations/offices for new or departing employees · Provide office tours to new hires
- Manage vendor relationships with property management cleaners, plant maintenance, iron mountain as to added tasks, concerns etc.
- Assist with assessing and implementing in-office services that yield the following outcomes: convenience, wellness support, alignment with culture
- Support the planning and coordination of employee engagement activities, including social events and volunteer initiatives
- Support with coordinating employee training and development initiatives
- Errands as required
- Facilitate ad-hoc projects as assigned
- Assist with tracking of travel bookings for Toronto team members
- Track and update travel logistics as needed on Outlook
Desired Skills and Experience
- 3+ years’ experience in an office management or administrative role
- Strong interpersonal skills and the ability to contribute effectively within a team environment
- Ability to work efficiently and without constant supervision
- Ability to multi-task and meet multiple objectives in short time periods
- Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint.
- Exceptional time management and organizational skills
- Attention to detail
- Excellent communication skills (oral and written)
- Ability to identify, assess and solve problems/issues independently and proactively
- Strong sense of integrity, professionalism and loyalty
- Sense of humor
- Proactive, positive, and outgoing
- Flexible and comfortable with ambiguity
- Confidentiality and discretion on sensitive information
- Experience working in a very fast-paced environment
Skills Required
- 3+ years of experience in office management or an administrative role
- Strong interpersonal skills and ability to contribute effectively within a team
- Ability to work efficiently without constant supervision
- Ability to multitask and meet multiple objectives within short time periods
- Strong computer literacy and working knowledge of Microsoft Office Suite, Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint
- Exceptional time management and organizational skills
- Attention to detail
- Excellent oral and written communication skills
- Ability to identify, assess, and solve problems independently and proactively
- Strong integrity, professionalism, and loyalty
- Proactive, positive, and outgoing attitude
- Flexibility and comfort with ambiguity
- Confidentiality and discretion when handling sensitive information
- Experience working in a fast-paced environment
What We Do
Founded in 1954, Beedie is an owner and developer of industrial, commercial and residential real estate. The company is the largest private industrial land owner, developer and property manager in Metro Vancouver, having completed 21 million ft² of new construction throughout Metro Vancouver and Alberta. For over 60 years, Beedie has maintained a steadfast commitment to quality and customer satisfaction. Their vertically integrated structure addresses all aspects of development, including land acquisition, design, construction, financing and property management. In 2011, the company launched Beedie Living to lead its large-scale residential and mixed-use projects, including several high profile developments currently underway in Metro Vancouver. The company prides itself on building quality projects and developing lasting relationships along the way.
