Job Description
Administrative Assistant Permanent (4 days a week)
Our client is a family office located in Vancouver who provides financial services. Honesty, hard work and respect are core values espoused by the office staff and family members.
They are looking for an enthusiastic professional to join their team.
What Your Impact Will Be
The successful candidate will be a mature, respectful, curious, and a hard-working person that is
looking for a stable, long-term employment opportunity who shows maturity when dealing with sensitive and private family information.
The successful candidate will bring a positive, enthusiastic attitude to the office and enjoy doing what they do.
Where is it based?
Vancouver, BC.
Responsibilities
- Work proactively, anticipating needs of both the CFO and President.
- Maintaining a clean and presentable office, such as entranceway, kitchen, workspaces, copy room, meeting room.
- Monitoring and ordering of office supplies.
- Facilitating a weekly lunch for the President, CFO, and other invited guests (Ordering and picking-up lunch, making and serving coffee, cleaning up etc.).
- Organizing calendar, contacts, meetings, priorities, to do’s etc. for the CFO
- Assisting the CFO on ad hoc projects.
- Assist the CFO on drafting letters for communication and basic spreadsheets.
- Greeting visitors, answering the phone, and arranging couriers and opening and distribution of all incoming mail and arranging any outgoing mail.
- Electronic and paper filing of all documents and records and ensuring an orderly filing system is maintained.
- Maintain relationships with support staff of all service providers to the family businesses (eg. Investment Advisors, Property Managers, Real Estate Advisors, Lawyers, Bankers, Accountants, IT providers, Insurance Agents).
- Proactively work with the insurance broker and CFO on insurance renewal process for all entities and holdings.
- Monitor and pay property taxes and expenses for all real estate holdings.
- Attend weekly meetings with the CFO to set priorities, review projects etc.
- At the direction of the CFO, facilitate the transfer of cash between the entities.
- Facilitate the payment of personal bills and expenses of the President and his wife.
- Reconcile personal chequing accounts of the President.
- Maintain and administer all internal and offsite storage.
- Other duties as assigned
Must Haves
- 5+ years of administrative experience working with senior management level individuals.
- Excellent writing skills, and proven ability to develop clear, concise, and comprehensive written communication.
- Prior experience in working in the investment industry and / or the real estate industry would be an asset but not a requirement.
- Great calendar management
- Strong Organization skills
- Excellent computer skills using Word, PowerPoint, Outlook, Excel, and Adobe Pdf
- Excellent judgment in setting priorities, identifying issues, and determining action required when working with deadlines
- Demonstrative track record of taking initiative and providing more than basic admin support.
- Superior interpersonal, oral communication, and relationship management skills
- Demonstrated ability to work independently and as a member of the team
What is in it for you?
- Salary - 70k
- Four days a week (7.5-hour day)
- In Office Requirements :
- Work Permit
- Work Permit
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