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Executive Assistant

Reference ID: 1611
Full Time
Surrey, BC     
Vancouver, BC     

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About Us

The Mainland Group of Companies, located in Surrey, is a multidisciplinary construction service provider specializing in all civil works and excavation such as site services, residential subdivisions, roads, highways, bridges, excavation, shoring, commercial site development and large industrial infrastructure projects.  Read more about us at

At Mainland, we believe that our people are our greatest asset. We are dedicated to attracting, developing, recognizing and retaining talented employees, and offer a respectful and supportive multi-cultural working environment.  Our growing team is hardworking, personable, passionate about delivering high quality results, with a high level of integrity.

Executive Assistant

The Executive Assistant provides confidential support to the CEO, and is someone who likes to be ‘one step ahead’ to anticipate needs and deliver results. We are seeking a motivated professional with a strong work ethic, positive attitude, and a commitment to contributing service of the highest quality. You enjoy taking full responsibility for proactively coordinating administrative activities and appointment priorities, including advanced calendar management and travel arrangements. 


Scheduling, Organization, Communication

  • Managing the CEO’s busy calendar of appointments, travel, and events.
  • Scheduling, planning for and coordinating meetings and special events with internal and/or external parties.  Includes coordinating logistics, AV equipment, catering, managing invitations, coordinating speakers and managing event budgets.
  • Managing, responding to and following-up on phone inquiries from internal and external callers.
  • Track, record and prioritize all issues and commitments requiring action and ensure follow up in a professional and timely manner.
  • Maintaining current and accurate business contact information.
  • Arranging domestic and international detailed travel plans and itineraries, including multi-segment bookings, and compiling documents for travel-related meetings.
  • Composing and facilitating correspondence with internal and/or external parties.
  • Developing presentations, spreadsheets and other documents as required.

Finances, Confidentiality

  • Preparing and submitting expense reports for self and executives.
  • Processing invoices, creating and managing purchase orders, etc.
  • Gathering and consolidating financial data for reporting.
  • Ensuring discretion is applied under all circumstances, safeguarding and protecting the confidentiality of data and information.   
  • Performing additional assignments as required.

Knowledge, Skills and Experience

  • Completion of a diploma or degree in a business or related discipline with a minimum of 5 years of advanced administrative experience plus at least 3 years in an Executive Assistant capacity.
  • Advanced proficiency using Microsoft Office programs (Word, Excel, PowerPoint, and Outlook).
  • Demonstrated proficiency with collaboration tools and portal technologies (i.e. LiveMeeting, SharePoint sites) is a definite asset.
  • Excellent written and verbal communication skills.
  • Well established collaboration and interpersonal skills.
  • Experience with on-line travel arrangements is a definite asset.

Join our Team!

If you are looking to be a part of a great team and develop your career we encourage you to apply.  Mainland provides competitive compensation packages including development support, annual bonus, RRSP matching, and benefits.

Please submit a cover letter and resume by October 29, 3016, quoting ref.#1611 in the subject line.

As an equal opportunity employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability.

Posted: October 16, 2016
Closes:October 29, 2016
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Company Info
51-200 employees

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