Executive Assistant

The Mullings Group Search Canada is in search of a highly organized, reliable, flexible and proactive Executive / Personal Assistant (EA / PA) to support and contribute to the success of an accomplished entrepreneur. This individual will need to thrive operating in a versatile environment, has excellent communication skills, a high degree of discretion, and the ability to multitask effectively. This role requires flexibility on working hours, a positive attitude, and a strong sense of responsibility in managing both professional and personal tasks.

This position will be based from a home office in Vancouver with frequent travel needed to North Vancouver. Additional travel may be required throughout the Lower Mainland and Vancouver Island.

Responsibilities

Scheduling and Calendar Management

1. Manage and coordinate calendars to ensure the efficient and effective use of time, aligning with preferences, appointments, events, priorities, and business strategies.
2. Maintain and manage contact lists and key contact information, ensuring easy access and efficient communication.

Document Creation and Organization

1. Develop presentations, create spreadsheets, and draft memos, letters, and reports to support various personal and business matters.
2. Maintain organized filing systems and ensure timely delivery of important documentation to stakeholders.

Meeting and Event Coordination

1. Consolidate schedules and ensure meetings and events are organized with proper agendas, locations, and attendee preparedness.
2. Coordinate and arrange meetings, conference calls, and ensure all technology needs (e.g., video conferencing, scanning / printing) are met before scheduled sessions.

Travel Management

1. Support domestic and international travel planning, including the creation of in-flight briefing materials and coordination with the corporate flight operations team.

Vendor and Service Coordination

1. Coordinate and oversee contracted personal vendor services, including housekeepers, cooks, trades workers, contractors, and banking / accounting / legal professionals.

Special Projects and Event Planning

1. Help organize and execute special events in coordination with other staff / stakeholders, ensuring successful planning and execution.

Wardrobe Management

1. Oversee personal wardrobe requirements, ensuring it is well-maintained, organized, and aligned with seasonal needs or upcoming events.
2. Coordinate cleaning, tailoring, and wardrobe updates, including packing for travel and special occasions.

Pet Care Management

1. Manage care schedules for household pets, including feeding, grooming, exercise, and medical appointments.
2. Coordinate with pet sitters, trainers, or veterinary professionals as needed.

Technology and IT Support

1. Collaborate with IT to ensure all technology requirements are met and proactively resolve any technical challenges.
2. Manage access to online accounts, ensuring passwords and security are handled efficiently.

Financial and Personal Support

1. Assist with personal budgeting and expense management.
2. Run personal errands and / or manage personal tasks as needed.

Relationship Management

1. Serve as a liaison to facilitate communication and relationship building.
2. Observe current practices, recommending improvements to processes, communications, and management systems to increase operational efficiency.
3. Support any additional business or personal-related tasks as required.

Qualifications

1. A minimum of five (5) years in an Executive Assistant, Personal Assistant, or Senior Administrative Assistant role, or experience in hospitality management.
2. Post-secondary education in administration, hospitality, or a related field is an asset.
3. A valid Class 5 driver’s license, a clean driving abstract, and an operational vehicle are required.
4. A valid Canadian passport with the ability to travel both domestically and internationally, on an as required basis.
5. Ability to maintain privacy and confidentiality at all times, exercising diplomacy, discretion, and respect for boundaries.
6. Ability to work independently and autonomously in a remote work environment.
7. Highly competent in software applications, specifically Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Apple products.
8. Knowledge of video conferencing tools (including Zoom, MS Teams).
9. Highly organized with excellent time management skills and the ability to set, commit to, and meet deadlines.
10. Service-oriented, proactive self-starter with excellent attention to detail.
11. Excellent communication (both written and verbal) and solid interpersonal skills that allow one to work effectively in a diverse environment.
12. Ability to liaise and communicate effectively with all levels of executives, staff, and external stakeholders.
13. Ability to work under pressure and adapt to changing personal and business needs.
14. Flexibility required with schedule availability for evenings, weekends, holidays, and additional hours on an as-requested basis.