Office Coordinator And Executive Assistant Jobs

Experience with Adobe Acrobat Pro and advanced knowledge of Office 366 and One Drive file management.

Minimum 5 years’ experience in office management and executive assistant role.

Manage office including coordinating office services and supplies, equipment and IT maintenance and office property management.

Provide accounting assistance to Accounting Manager including petty cash reconciliation, invoice approvals and data entry.

Office Manager key responsibilities but not limited to:

Manage general administrative duties including organizing mail and couriers, answering telephones, document preparation, paper and electronic filing.

Office Management and/or Executive Assistant experience is preferred

Property Management experience is an asset

Administratively supporting all executive team members (calendar management, travel arrangements, internal/external correspondence, etc.)

A minimum of 5 years’ progressive administrative experience

Event Planning experience is an asset

This position is not remote. You are required to be on site.

Working with the finance team to create purchase orders and manage timely processing of invoices

Solid multi-tasking skills; able to manage and balance large volumes of work

Manage system greetings and general office voicemail box

Prepare and process expense reports, benefit claims and timesheets for the leadership team assigned to you

Order couriers as requested, manage incoming and outgoing packages, mail and deliveries

Manage office visitors (internal and external) and answer calls to the general reception phone line.

Excellent organization and time management skills

Excellent social and coordination skills

Excellent communication and leadership skills

Basic knowledge of Microsoft Suite - word, .pdf, email, excel, etc.

Experience working in an office or service environment

Must be vaccinated as this person will be required to work daily in the Vancouver office

Coordinate, manage and follow-up on special projects, assignments and other duties as required.

Maintain an annual marketing calendar and gather required information from various departments in order coordinate execution of marketing requirements.

Provide a wide range of advanced and confidential administrative office support to the executives daily

Support the leasing department in creating presentations.

Coordinate the creation of marketing and promotional materials required by the leasing department

Update brochures and website, production of email marketing

Experience in cleaning and organizing residential and commercial locations

Good problem solving and written/verbal communication skills in English

Previous experience working alone and in a team will also be an attribute

Possess or be prepared to complete First Aid certification (at employer's expense)

Possess or be prepared to complete Fall Protection certification (at employer's expense)

Light duty common area cleaning

Daily executive support to the COO and Operations VPs for calendar and inbox management, task lists, signature requests

Coordinate Operations Management, leadership group

Technical lead for Town Halls, assist with booking, day of meeting management

Prepare presentations, correspondence, and reports for management review

Manage a range of inquiries being directed to the COO; delegating as appropriate and drafting responses where required

Previous experience preparing presentations of financial and non-financial information for a variety of audiences

· Maintaining the calendars and schedules for several departments. Have superb time management and organization skills.

· Client servicing and Client relationship management.

· Enabling the Business Development Manager to drive client engagement, client acquisition and client retention.

Maintain day to day client interactions, ensuring that client expectations are met.

Proficiency in Microsoft Office Applications and fluent with communication (video) applications.

· Executing organizational procedures and systems of the office, including filing, billing.

Administer and manage inbound/outbound mail, courier services and other correspondence.

Manage calendaring, schedule meetings and conference calls, schedule attendees, prepare agendas, and distribute support materials.

Liaise with executive and senior administrative assistants to handle requests and queries from senior managers, company wide

Perform accounts payable tasks, manage credit card purchases, process expenses and reconcile monthly statement and create purchase order requests

Under the direction of the Health and Safety Manager, leads Health and Safety initiatives for the office

Secondary Education is required and a Post-Secondary Diploma in Business Administration, or relevant discipline, would be an asset