Earlston Investments Corp. is a boutique private merchant bank based in downtown Vancouver, specializing in providing asset-backed loans to the real estate and oil and gas sectors.
As a close-knit team of 8–9 professionals, everyone at our company contributes beyond the boundaries of a traditional job description. Success in this role requires someone who is proactive, resourceful, and comfortable wearing multiple hats. Rather than waiting for direction, you'll anticipate needs, identify opportunities to improve processes, and take initiative to solve problems before they become obstacles. You enjoy rolling up your sleeves, jumping in where needed, and helping the team achieve shared goals, even when the work falls outside your primary area of responsibility.
We are seeking a self-motivated, highly organized, and reliable professional who thrives in a dynamic environment and is eager to manage a diverse blend of executive support, office operations, and foundational loan administration.
This multi-faceted role is ideal for a well-rounded administrative expert. You will act as the central anchor of our office, providing comprehensive executive support to senior leadership, ensuring daily office operations run seamlessly, and providing critical data management and compliance tracking for our active loan portfolio.
This is a full-time permanent position, based on-site in our Vancouver office.
Key Responsibilities
Executive Assistant (EA) Support
Manage and optimize complex calendars for senior executives; coordinate and schedule internal/external meetings, virtual calls, lunches, and annual employee reviews.
Handle domestic, international, and personal travel logistics (flights, hotels, car rentals, and Air Canada corporate flight passes). Maintain a curated, approved list of global corporate hospitality vendors.
Process monthly expense reports (parking, travel, general) for designated team members. Format corporate presentations and documents in MS Word, Excel, and PowerPoint.
Maintain password managers to ensure robust cybersecurity; track executive passport and NEXUS card renewals.
Coordinate group events and site-visit logistics. Facilitate onboarding for new hires (passcards, PC profiles, handbook distribution) and track staff vacation days.
Office Management & Operations
Greet corporate guests, screen and direct operator calls, and actively monitor general inbox communications (info@ and notices@).
Maintain the general upkeep and tidiness of the kitchen, boardrooms, and communal areas. Oversee office inventory, ordering kitchen and office supplies via Instacart and other vendors.
Service office equipment (coffee machines, printers, air purifiers) and coordinate local trades for office repairs. Maintain strong operational relationships with the Property Manager, building security, and IT support.
Act as the office Floor Warden. Manage and audit spare security passcards, monitor server room climate controls, and manage corporate tenant insurance and parking accounts.
Coordinate daily incoming/outgoing mail, local bike couriers, and international shipments. Manage petty cash tracking.
Loan Portfolio Administration
Create and organize numbered loan folder shells for potential deals; retrieve due diligence from shared databases and transition folders based on deal status (funded/dead).
Review loan agreements to map out and input reminder triggers for maintenance requirements. Monitor and track down post-closing books and critical documents (proof of insurance, property tax payments, appraisals) from borrowers, brokers, and legal teams.
Proactively maintain and update real-time corporate dashboards (Property Tax Status, Insurance, Data Room, Loan Numbers, and Service Providers).
Download and distribute monthly regional real estate market reports (Greater…
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