Executive Assistant
We have partnered with a leading property damage restoration company in Kelowna, BC, in the search for a dedicated Executive Assistant to join their dynamic team. The ideal candidate is a proactive and motivated self-starter who thrives on managing multiple priorities and deadlines, driving organizational efficiency, and maintaining a positive, solutions-focused mindset. This role is responsible for overseeing the day-to-day administrative operations of the office as well as directly supporting the President, including scheduling, project coordination, and support for budget-related activities. The Executive Assistant will take charge of all things administrative, fostering clear communication across departments and ensuring that documentation and processes align with the expectations of both clients and business partners.
Key Responsibilities
- Oversee and manage the daily administrative functions of the office, including internal communications, scheduling, and maintaining accurate and organized documentation.
- Provide comprehensive executive support to the President, including managing calendars, coordinating meetings, prioritizing tasks and initiatives, monitoring email correspondence, preparing materials, and following up on key action items and deliverables.
- Serve as a primary liaison for clients and vendors, ensuring timely coordination of services and adherence to project deadlines.
- Create schedules and coordinating projects.
- Collaborate closely with Project Managers and Field Technicians to support project execution and maintain efficient workflow across departments.
- Send weekly updates for key projects where necessary.
- Proactively identify and address potential issues to minimize disruptions and support successful project delivery.
- Receive and communicate all client requests and concerns.
- Ensure all administrative records, reports, and project documentation are current, accurate, and compliant with industry standards and internal policies.
- Ensure all project documentation is complete and organized to support timely and accurate invoicing and project close-out.
- Take charge of the accounts receivable function including processing payments and following up on past-due accounts.
- Act as the central point of contact for all inquiries, supporting internal teams and external stakeholders.
- Adapt to shifting priorities and work effectively with various clients, vendors, and team members in a dynamic, fast-paced environment.
- Provide exceptional client service.
Required Skills and Experience
- Minimum of 3 years of experience in an Executive Assistant or administrative role, preferably in a fast-paced or service-based environment.
- Willingness and flexibility to work additional hours during peak periods or emergent situations.
- Excellent written and verbal communication skills, with the ability to communicate effectively with different stakeholders.
- Proven ability to manage multiple priorities, meet tight deadlines, and adapt to changing demands.
- Self-motivated and results-driven, with a strong desire to take initiative and embrace new challenges.
- Ability to work independently with minimal supervision while also contributing effectively as part of a collaborative team.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other standard business software; comfortable learning new systems and tools as needed.
- QuickBooks experience is considered an asset.
- Strong IT knowledge with the ability to troubleshoot basic issues that may arise.
- Exceptional organizational skills and attention to detail, with a proactive approach to problem-solving and process improvement.
- Lead by example by upholding company values, policies, and standards.
- Provide guidance, support, and mentorship to administrative and office staff by fostering a positive, collaborative, and productive work environment.
- Vehicle and valid drivers license are a requirement.
Benefits and Compensation
- Comprehensive benefit plan;
- Competitive vacation policy;
- Fitness reimbursement;
- Opportunities for career growth and development.
How to Apply
If you are interested in this exciting opportunity, please email a copy of your resume to [email protected].
We thank all applicants in advance, however, only those individuals who best meet our qualifications will be contacted. All other resumes will be kept on file for future consideration.
Work Location: In person
