Executive Administrative Assistant

Executive Office Assistant

$60-75K/year + bonus

Vancouver, BC

ABOUT US

STRIVE is a Vancouver based recruitment firm offering recruitment solutions in the specialist areas of Accounting & Finance, Corporate Administration and Operations & Manufacturing. We are passionate about recruitment at STRIVE and commit to offering an upfront, genuine and consultative approach to everything we do - which is a big reason as to why we have been successful. Our proactive recruitment approach allows us to uncover high calibre professionals for niche, specialized and what are often regarded as "hard to fill" roles. At the same time, our simple philosophy recognizes the need to fully understand every client and candidate's motivations, requirements and objective.

THE ROLE

STRIVE has partnered with an esteemed client in the architectural industry. They are one of North America’s leading Architectural firms in Vancouver. This is a great opportunity to work with a renowned company, a TOP EMPLOYER, and expand your current experience. We are looking for a Executive Office Assistant who is adaptable and focused for their Vancouver location.

Responsibilities:

Executive Assistant

• Maintain all professional association dues, requirements, and obligations.
• Assist with incoming and outgoing communications.
• Help manage project and staffing schedules.
• Make travel arrangements.
• Take meeting minutes.
• File reports, proposals, contracts, meeting notes, emails, letters, etc.
• Manage personal bills, forms, and correspondence.

Administration

• Prepare contracts, proposal letters, change orders, and other relevant documents, ensuring proper filing and documentation.
• Maintain information systems by organizing folder structures, ensuring timely archiving, setting up new folders, updating project image libraries, auditing existing folders, and managing user access permissions. Organize and digitize physical documentation.
• Manage project and staffing schedules.
• Prepare annual professional insurance renewals and membership renewals.
• Maintain various software licenses and facilitate renewals with a focus on precision, cost, and efficiency.
• Develop and implement a unified procurement and inventory management system.
• Coordinate office sponsorships and promotional events, and facilitate company participation in industry events.
• Perform additional administrative tasks as requested by firm Principals and the HR Manager.
• Provide daily briefings to the Managing Principal and HR Manager.
• Handle confidential organizational and personal information with utmost discretion.
• Maintain a close relationship with administrative, accounting, and HR staff, ensuring overlap of knowledge and resources. Provide backup when necessary, including covering reception duties when required.
• Implement process improvements and develop training materials for those improvements as needed.

Requirements:

• Minimum of 5 years of experience in office administration or executive support roles.
• Advanced proficiency in Microsoft Office suite (Word, Excel, Teams, Outlook, SharePoint) and Adobe Acrobat.
• Excellent written and verbal communication skills.
• Familiarity with contracts, insurance, and legal terminology.
• Experience in maintaining organized and efficient filing systems.
• Ability to work well with others in a supportive and approachable manner.
• Strong initiative and follow-through in a dynamic environment, with the ability to take ownership of tasks.
• Exceptional organizational and analytical skills with utmost attention to detail.
• Knowledge of the Architecture, Engineering, or Construction industry is advantageous.
• Experience in project management is advantageous.