Executive Assistant - Executive and Operations Support

Job Description:

This role provides high-level executive and operational support to the CFO, COO and financial operations team in a fast-paced, entrepreneurial environment. It is designed for a resourceful, proactive and solutions-oriented professional who anticipates needs, takes ownership, exercises sound judgment and drives matters through to resolution. The position combines executive administration with financial, insurance, fleet and business-operations coordination.

Competitive pay & a Comprehensive Benefits Package.

Benefits include company-paid extended health care, dental care, vision care, life insurance, critical illness, and critical life insurance.

• Annual Education Allowance
• Generous Referral Program
• Fun & collaborative company culture with lots of team building events
• Local discounts to restaurants, clothing stores, personal training, and more
• Free access to a fully equipped gym
• Friends and Family rates for hospitality brands.

• Manage complex executive calendars, appointments, meetings and competing priorities, adjusting schedules as circumstances change.
• Handle urgent, unexpected or unusual requests with a practical, solution-focused approach; research options, make inquiries, coordinate resources and identify alternatives.
• Prioritize and manage multiple projects simultaneously while ensuring commitments, details and follow-up items are completed.
• Prepare and follow up on correspondence, telephone calls and email inquiries; review documents and reports and coordinate outstanding requirements.
• Prepare meeting agendas, record minutes, organize regular executive catch-up meetings and actively track action items, approvals and correspondence through completion.
• Monitor and track PEC emails, flag urgent matters and follow up as required.

• Track invoices coordinate required follow-up.
• Coordinate life insurance policy administration, including premium-payment scheduling and reminders, meeting coordination, and collection and maintenance of policy documentation.
• Issue insurance purchase orders; review and approve insurance invoices in SharePoint; monitor payments and coordinate processing and discrepancy resolution with Accounts Payable.
• Maintain organized insurance files, policy documentation, correspondence and supporting records.
• Complete corporate credit-card reconciliation and maintain supporting documentation.
• Gather, prepare and complete forms for licences, policies and other business requirements as needed.

• Coordinate ICBC insurance and fleet administration, including renewals, newly acquired vehicles, transfers and road-ready requirements.
• Gather vehicle and insurance information and coordinate with internal departments and external insurance brokers to facilitate ICBC transactions and insurance changes.
• Coordinate vehicle additions, renewals, transfers, licence-plate requirements and other fleet-related insurance matters.
• Follow up on small ICBC claims and track settlement cheques with the appropriate departments.

• Proven experience providing executive, administrative or operations support in a fast-paced environment; experience supporting senior executives is preferred.
• Exceptionally resourceful, proactive and solutions-oriented, with demonstrated ability to work independently and take ownership from issue identification through resolution.
• Strong judgment, discretion and professionalism when handling confidential executive, financial, insurance and personal information.
• Excellent organization, prioritization and follow-through, with the ability to manage multiple changing priorities and urgent requests.
• Strong written and verbal…