Executive Assistant to Vice President

Overview

MatchBox Consulting Group is partnering with a prominent construction and development company based in Vancouver, recognized for its collaborative work culture, dedication to excellence, and employee-centric values. They are currently hiring an Executive Assistant to provide strategic and administrative support to senior leadership, enhancing organizational efficiency and advancing key initiatives.

Key Responsibilities

• Oversee complex executive calendar management, coordinate appointments, and arrange travel plans.
• Handle personal administrative tasks such as family scheduling, expense management, and logistical assistance.
• Maintain and organize essential confidential documents, including tax paperwork and benefits claims.
• Organize meetings, prepare agendas, and ensure all necessary materials are timely distributed.
• Compose, review, and refine executive communications, presentations, and reports.
• Monitor milestones, track action items and deliverables, and provide regular status updates to leadership.
• Manage contract processes and retain documentation of critical agreements.
• Assist in planning leadership meetings, retreats, conferences, and corporate events.
• Oversee seamless execution of executive travel logistics.
• Support corporate initiatives including award submissions and nominations.
• Provide administrative assistance related to legal and corporate affairs, coordinate with external legal counsel, and manage legal invoicing and budgets.
• Support lifecycle management of contracts while safeguarding confidential legal records.

Qualifications and Experience

• Minimum 3 to 5 years of experience providing executive-level administrative support.
• Proven track record supporting high-ranking executives such as Vice Presidents, COOs, CEOs, or Presidents.
• Experience in legal or contract administration considered advantageous.
• Advanced skills with Google Workspace and calendar management tools.
• Strong organizational, interpersonal communication, and stakeholder management capabilities.
• Ability to juggle multiple priorities effectively while maintaining confidentiality and professionalism.
• Preferably experienced in fast-paced sectors like construction, real estate, or professional services.

Additional Information

This opportunity is open only to candidates legally authorized to work in Canada and residing in Canada at the time of application. MatchBox Consulting Group is dedicated to equal employment opportunities and fosters diversity and inclusion in their hiring practices. Only shortlisted candidates will be contacted for further steps.

MatchBox operates nationally and specializes in recruitment across IT & Technology, Engineering, Real Estate & Construction, and Accounting & Finance sectors, striving to build meaningful workforce connections.