Job Summary::
The Office Manager & Executive Assistant to the CEO provides high level administrative and operational support to the CEO, executive leadership, and the broader organization.
This is a hybrid and specialized role that combines executive support to the CEO and managing the organization’s operations, policies, and procedures. This role supports the CEO directly on strategic initiatives and helps guide the operational success of the organization.
This role is responsible for managing executive calendars, meetings, and communications, coordinating office operations, maintaining compliance, and supporting employee engagement initiatives. The position ensures efficient office management while enabling the CEO to focus on strategic priorities and organizational growth.
Key Responsibilities::
Executive Support
o Provide comprehensive support to the CEO, including calendar management, meeting scheduling, travel coordination, logistics oversight, and preparation and submission of expense reports.
o Analyze incoming and outgoing correspondence, reports, and submissions; prepare briefing notes, summary reports, and presentations for executives, committees, and the Board of Directors.
o Conduct research, compile data, and prepare reports to support strategic initiatives and executive decision making.
o Serve as the CEO’s primary contact for internal and external stakeholders, representing the office professionally.
o Assists in project management by tracking key deliverables, deadlines, and budgets.
o Attend Board and management meetings as required; record minutes and track action items.
o Prepare agendas, materials, and follow up communications for Board, committee, and executive meetings.
Office Management & Administration
o Oversee Vancouver office operations, including vendor relationship management, office maintenance, budgets, and inventory control.
o Develop, implement, and enforce administrative policies and procedures for staff, executives, committees, and the Board.
o Facilitate effective communication between management, employees, committees, the Board, and external stakeholders.
o Coordinate staff requests, office supplies, and facility needs to ensure smooth day to day operations.
o Track, procure, and manage office resources cost effectively.
o Provide guidance and support to the Victoria office administrator on operational matters.
o Plan, coordinate, and manage corporate events, travel arrangements, and administrative coordination for internal and external functions.
Employee Engagement & Stakeholder Coordination
o Facilitate onboarding and offboarding processes in collaboration with HR.
o Manage internal and external mailboxes; route inquiries and ensure timely follow up.
o Act as on-site liaison for HR, Marketing, and IT teams not based in Vancouver.
o Coordinate employee engagement initiatives, including birthdays, milestones, and recognition programs.
o Coordinate Board and committee meetings, including agenda preparation, minute-taking, and follow-up.
Compliance & Vendor Management
o Maintain COR certification requirements and serve as the Worker Representative in Vancouver.
o Source, negotiate, and manage corporate vendor agreements (hotels, flights, couriers) with cost efficiency in mind.
o Manage UDI membership responsibilities and other real estate networking opportunities.
Additional Responsibilities
o Provide ad hoc administrative support to executives, senior management, departmental leaders, and the Board as required.
o Act as a trusted partner to the CEO, proactively managing priorities and ensuring operational excellence.
Qualifications and Experience
- Post secondary education in Business Administration, Office Management, Communications, or a related field.
- Post-Graduate education in Business Administration, Office Management, Communications, or a related field considered an asset.
- Minimum 7 years of experience providing executive level support and managing office operations.
- Demonstrated experience with event planning, vendor management, and corporate communications.
- Experience in real estate development and construction is preferred, supporting a stronger understanding of projects, workflows, and industry specific processes.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Planner, To Do, Forms, OneNote), Canva, Adobe Acrobat, and DocuSign.
- Experience with corporate vendor portals and office operations tools preferred.
Required Knowledge, Skills, Abilities, and Other Attributes (KSAO):
Knowledge:
- Executive support and office management best practices.
- Knowledge of real estate development and construction industry.
- Workflow processes, compliance requirements, and reporting standards.
- Corporate communications and stakeholder engagement.
- Identify workflow inefficiencies and anticipate operational and logistical challenges.
- Understand development timelines, project documentation, investor relations, and compliance requirements.
Skills:
- Strong organizational, documentation, and time management skills.
- Proficient in digital tools and office management platforms.
- Ability to create accurate reports, presentations, and executive correspondence.
- Ability to develop and implement administrative policies and procedures across staff and executives and oversee policy enforcement.
- Prioritize and coordinate conflicting requests from executives, staff, and external stakeholders.
Abilities:
- Manage multiple tasks and competing priorities effectively.
- Communicate clearly and professionally with internal and external stakeholders.
- Anticipate needs and provide proactive support to executives and staff.
- Demonstrate resilience and perseverance under pressure while delivering high quality results.
Other Attributes:
- Strong work ethic and professional endurance.
- Detail oriented, proactive, and adaptable.
- Collaborative and supportive approach to working with leadership and teams.
- Maintains discretion and professionalism in handling confidential information.
- Exercise judgment and discretion to determine matters requiring CEO attention or escalation.
Work Environment
- Primarily office based in Vancouver with occasional travel to Victoria or external meetings.
- Fast paced, deadline driven environment requiring multitasking and coordination across multiple stakeholders.
- Balances executive support with operational management, adapting to shifting priorities and organizational needs.
