Executive Assistant/Project Manager (Vancouver)

By | June 25, 2019

My client, a high profile Real Estate Developer and Property Management firm Downtown is currently seeking an Executive Assistant/Project Manager to be the “right hand” to their Managing Director. This is MORE than an Administrative role. I am looking for someone who can execute in the absence of the Director and someone to work side by side with him on large Real Estate projects across Canada. The Executive Assistant/Project Manager contributes to my client’s goals by providing a wide range of administrative support to the Director by arranging for implementation of directives from executives and by coordinating administrative projects, and acting in the Director’s absence on urgent matters. In addition, there will be some personal assistance which may include correspondence, travel arrangements, errands, scheduling and bill payments. My client needs someone with energy who is smart and proactive, organized and knowledgeable with a Type A personality, a go-getter. Salary is $60K – $80K + bonus + excellent benefits + opportunity for career advancement. For immediate consideration, please call Abby Rubin (604) 836 – 2672 and email me a resume to Abby Rubin Personnel at abby@abbyrubin.com

Key Duties and Responsibilities

• Provides confidential administrative support to the Director and General Manager as required;
• Monitors and responds to emails;
• Manages and maintains schedules, appointments, booking and arranging travel, transport and
• Arranges and coordinates meetings and events;
• Prepares and edits correspondence, communications, presentations and other documents;
• Records, transcribes and distributes minutes of meetings;
• Files and retrieves documents and reference materials;
• Answers and manages incoming calls and correspondence; acting as a first point of contact
• Acts as the liaison between Directors/Shareholders and the Operations team;
• In the Director(s)’s absence, ensures that requests for action and information are relayed to the appropriate
staff members
• Managing diaries and organizing meetings and appointments, often controlling access to the Director
• Reminding the Director of important tasks and deadlines
• Ensuring Director has all necessary materials for meetings/travel
• Managing databases and filing systems
• Collating and filing expenses
• Implementing and maintaining procedures/administrative systems
• Participates in special projects as required;
• Working outside of regular business hours will be required;

Knowledge, Skills and Abilities

• Minimum 2 years Executive Assistant experience supporting a Senior Executive;
• Experience in the construction / property management and/or commercial real estate industry is an asset.
• Expert level computer skills and Microsoft Office skills, including but not limited to Word, Excel, Powerpoint
and internet applications;
• Advanced knowledge of MS Outlook, including multiple calendar management and being comfortable
dealing with multiple time zones;
• High level of professionalism, customer service, energy, speed and accuracy;
• Strong organizational and planning skills with a proven ability to effectively prioritize work flow;
• Resourceful, with the ability to prioritize, multitask and meet deadlines with minimal supervision;
• Previous experience conducting research;
• Previous experience proof reading and editing documents;
• Takes initiative and is a self-starter;
• B.A., B.Sc., or a B.Comm. Degree is preferred.