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McNeill Nakamoto Recruitment Group Logo

Executive Assistant

Reference ID: 15570

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Vancouver, BC
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Full Time
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Our client is a small team of dedicated professionals who make big differences. Theyare seeking a hands-on Executive Assistant who enjoys working in a varied role and is happy to take on tasks, no matter the size. They work in a project-based environment, therefore, someone who thrives under deadlines and enjoys working on green initiatives will do well in this position. If you enjoy drafting proposals and creating content as well as assisting with some marketing projects, in addition to traditional Executive Assistant duties, this could be the perfect role for you!

This company is also open to someone looking for a part-time work schedule. 

Location: Vancouver, BC


  • Provide executive administrative support to the 3 primary partners
  • Coordinate receiving monthly reports Drafting reports and proposals
  • Assist with creating content for proposals
  • Assist with monthly and quarterly Board and Shareholder Reports
  • Schedule meetings, coordinate attendees, venues (when necessary) and reminders
  • Point of contact for internal & external requests as well as being responsible for having materials printed and prepared in advance for meetings
  • Attend meetings, preparation of meeting minutes and coordination of meeting follow-up
  • Maintain document filing system and lists
  • Maintain project contact lists and directories
  • Process travel, invoices, expenses and vacation requests.
  • Coordinate calendar for appointment/travel scheduling
  • Respond to calendaring inquires or refer them to the appropriate person in a timely manner
  • Track information and coordinate information flow to ensure dates have been met
  • Perform administrative tasks such as editing, expense reports, travel and holiday requests, prepare outgoing correspondence (i.e. letters, memos, faxes, transmittals, reports, mail merges), etc.
  • Create and coordinate executive travel both business and personal which may involve numerous changes
  • Arrangements may also include sourcing travel on points; sources include Aeroplan, AMX, RBC Avion, BA
  • Coordinate office repairs and maintenance
  • Personal assistance: planning and executive of family vacations, birthdays and anniversaries, book personal appointments
  • Ensure a strong brand sensibility


  • Previous experience as an Executive or Personal Assistant
  • Graphic design skills are considered a strong asset
  • Sense of aesthetics and an eye for detail and design is preferred
  • Proficiency in Adobe CS Suite is desired
  • Mature, professional demeanor when carrying out tasks
  • Able to manage multiple tasks effectively 
  • Outstanding interpersonal communication skills
  • Self-motivated with the initiative and the drive to think on the spot
  • Top-notch interpersonal skills with clients, supervisors and peers
  • Strong ability to work independently, maintain a professional demeanor at all times, and keep projects on track administratively
  • Superior organizational skills and exceptional ability to manage various tasks with ease


All interested applicants please apply by visiting & clicking on the “APPLY” button. While we thank all candidates for their interest, only select individuals will be contacted for follow-up.


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Posted: January 4, 2018
Closes:March 5, 2018