Executive Assistant and Office Administration

At Beedie, we foster talent, encourage innovation, and reward success.

We’re always looking for like-minded people to join our team and share our passion for doing the best work of our lives. Our approach is simple: we work hard, we have fun, and we make a difference. And, we’ve been recognized as a top employer provincially and nationally. Our people are the heart and soul of our organization. If you are passionate, hardworking, ambitious, and want to be part of a dynamic and growing company that will take your career forward, join us.

Since 1954, Beedie has combined innovation and craftsmanship to bring new possibilities to life. Today, we are one of Canada’s largest industrial and residential developers, having completed more than 35 million square feet of new development across BC, Alberta, southern Ontario, and Las Vegas, Nevada. With multiple industrial projects currently under construction and 9 projects totaling over 1.5M SF currently in development across the GTA, Beedie is looking for talented individuals to join our growing Ontario team as we continue to be built for good.

As an Executive Assistant and Office Administrator, you’ll play a vital role in supporting our Executive Vice President, Eastern Canada as well as ensuring the smooth operation of the Ontario office. This dual-faceted role requires a highly organized, detail-oriented, and proactive professional capable of managing multiple tasks efficiently in a fast-paced setting. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the office and its staff.

Primary responsibilities include calendar management, ownership of facilities maintenance, process improvement, cultivating vendor/colleague relationships, and providing exceptional client service to ensure the office is well managed on all fronts. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity.

• Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support to planning and managing relationships
• Track all critical dates for business and personal events
• File management and organization in Teams, SharePoint, and Outlook
• Plan and manage weekly team meetings including advance preparation of agendas
• Prepare Executive Vice President for internal meetings, customer meetings, events and vendor/partner meetings
• Prepare, review, and submit executive expense reports, ensuring accuracy, policy compliance, and timely submission
• Facilitate ad-hoc projects as needed

• Collaborating with head office to maintain processes in optimizing office operations – including standardizing office protocols (where feasible)
• Coordinate incoming and outgoing parcel deliveries
• Coordinate office activities and events
• Assist with researching and maintaining vendor relationships to support office efficiencies and initiatives
• Inventory management and assist with ordering of office supplies and kitchen needs
• Servicing of coffee/ice machines, office equipment, etc., liaising with appropriate vendors or individuals where support is needed
• Management of employee parking program
• Oversee the maintenance of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities
• Set up or clean-up of workstations/offices for new or departing employees
  · Provide office tours to new hires
• Manage vendor relationships with property management cleaners, plant maintenance, iron mountain as to added tasks, concerns etc.
• Assist with assessing and implementing in-office services that yield the following outcomes:…