The Alabaster Group of Companies encompasses Alabaster Homes, our multi-family rental, strata and multiplex division and Pavilion Cowork, our shared office space division. While our core business is real estate development and shared office space, we pride ourselves on being a team of community builders. Our passion for our work is evident in everything we do. As we continue to grow as a company, we are looking for a dynamic professional to join our team. This position is 100% onsite in our Vancouver Mt. Pleasant Office. Position Summary In the role of Executive Assistant and Administrative Specialist, you will be responsible for supporting our Executive and Senior Leadership team members. Based in our Vancouver office, core responsibilities will include: Executive & Senior Leadership Support Provide day-to-day support to the Executive & Senior Leadership Teams across various responsibilities, including but not limited to: Manage and maintain the schedules and calendars for the 3 key members of the Executive Leadership Team (ELT), including arranging appointments, meetings, and travel itineraries. Prepare reports, presentations, and documents as needed for onsite and offsite meetings and presentations. Conduct research and gather information to assist in decision-making and problem-solving. Monitor and follow up on action items resulting from meetings and discussions. Attendance at awards ceremonies and investor events as required by the ELT Team. Full support to the ELT team. Ad-hoc support for key members of the Senior Leadership Team (SLT). Support the Executive Leadership Team with personal assistance tasks, including but not limited to: Managing personal appointments, family events, and other commitments. Assist with personal tasks, such as booking reservations, coordinating household matters, and handling personal correspondence. Direct initiatives for personal shopping, gift procurement, and special requests as required. Maintain confidentiality and discretion regarding personal matters. Front Desk & Reception Provide day-to-day front desk and reception support across various responsibilities, including but not limited to: Greeting visitors and answering phones at the 34 W7 location. Notifying Pavilion members or Alabaster team. Front of house hospitality for guests and visitors. Set up, tear down and reset meeting rooms and technology. Manage catering requests and organization for in-house and external events as well as executive lunch & dinner arrangements. Assist with meeting room bookings as requested. Coordinate and prioritize emails, calls, and correspondence to ensure timely responses. Opening and closing procedures for the office. Create and maintain a positive working environment. Maintaining a consistent presence at the front desk. Maintaining the necessary level of building and office security. Support the touring of new Pavilion members as required. Support our Community Manager with membership recruiting, conducting tours, executing sales and onboarding. Supporting members with tasks and local area knowledge. Supporting the other Pavilion team members on daily tasks and events. Corporate Operations Support Administrative support for our Corporate Operations Department across various responsibilities, including but not limited to: Data integrity and management with electronic filing systems. Maintain operational schedules. Manage staff and visitor parking process. Coordinate building and office repairs as needed and directed. New hire onboarding and orientation - onsite tasks as directed and assigned. CRM maintenance & data entry for contacts and project tracking. Ad-hoc assistance with support for the Corporate Operations Department as required. Who You Are You are an organizational powerhouse, driven by details and fueled by a love of solving challenges. With strong relationship management, you take pride in understanding the needs of others and value delivering the highest level of hospitality. Eager to learn and committed to excellence, youre ready to roll up your sleeves and get the job done. You thrive as part of a close-knit, hardworking team. In addition to these qualities, you possess: Post secondary education in business administration or equivalent work experience. Must have 2+ years as an Executive Assistant or Senior Administrative Assistant. Proficient in Google Workspace applications as well as Microsoft and Adobe. Excellent verbal and written communication skills and fluency in English. Positive attitude and willingness to learn. Adaptable and flexible, able to work in a fast paced environment, both independently and as part of a larger team. Solutions oriented approach with superior time management, multitasking and prioritization abilities. Eligible to work in Canada (Canadian Citizen, Permanent Resident or valid working visa) required. Knowledge of the Vancouver real estate market and/or coworking is an asset. Compensation Your Total Compensation Package includes: Base Annual Compensation, with a range of $65,000.00 - $90,000.00. depending on experience and qualifications. Vacation & Time Off Package. Extended Health & Dental Benefits upon successful completion of a probationary period. How to Apply Submit a resume with a brief cover letter to In the subject line, include Application for Executive Assistant & Administrative Specialist Position will remain posted until filled. Only selected applicants will be contacted, we regretfully cannot respond to all applications No phone calls please. The Alabaster Group of Companies is an Equal Employment Opportunity employer. Our goal is to be inclusive, diverse and representative of the communities where we work while creating an environment where every person can enjoy a successful career. This commitment applies to all candidates and employees regardless of race, ethnicity, creed, place of origin, religion, sex, gender identity, gender expression, sexual orientation, family status, marital status, disability, age and any other protected characteristic. Requests for accommodation due to a disability or any other protected characteristic can be made at any stage of the recruitment process and during employment by contacting our Corporate Operations Team at .
Job Title
Executive Assistant & Administrative Specialist