Administration assistant Jobs in Coquitlam, BC

Position Overview

As an Executive Assistant, you’ll provide high‑level, proactive administrative support to four senior executives within the Industrial Development and Construction group. This role is central to the effectiveness of the leadership team, requiring the ability to manage complex schedules, coordinate competing priorities, and anticipate needs across multiple leaders in a fast‑paced and dynamic environment. This trusted partner to the executives will be highly organized, detail-oriented, and comfortable navigating changing priorities, with a strong sense of professionalism and problem‑solving mindset. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the executives and the teams they oversee. This is an ideal opportunity for an experienced Executive Assistant who thrives in a high‑energy setting, enjoys supporting multiple senior leaders, and takes pride in enabling executive efficiency and business momentum. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity.

Key Responsibilities

Executive Assistance

• Manage the day-to-day schedule of the Executive Vice President, Industrial Development and Construction, ensuring seamless coordination of meetings, appointments, deadlines, and priorities.
• Serve as a trusted partner to the Executive Vice President by proactively planning, tracking, and managing business and personal commitments, relationships, and engagement strategies
• Monitor, track, and maintain all critical business and personal dates, deadlines, and milestones to ensure timely action and follow‑through
• Prepare the Executive Vice President for internal and external engagements —including leadership meetings, client interactions, partner/vendor discussions, events, and presentations – through briefing materials, background research, and logistics coordination
• Provide comprehensive administrative support to additional executive leaders across the organization, ensuring responsive, high‑quality service delivery
• Manage executive expenses, ensuring accuracy, policy compliance, and timely submission
• Lead and support ad‑hoc initiatives and special projects as assigned, often involving cross‑functional collaboration and high levels of discretion

Office & Event Administration

• Manage the Industrial business unit’s event calendar, ensuring accurate tracking, scheduling, and alignment with business priorities
• Plan and coordinate holiday gift baskets and seasonal initiatives on behalf of the Industrial team
• Act as the primary organizer for the annual broker event, including vendor management, logistics, communications, and onsite coordination
• Track, manage, and coordinate Industrial sponsorships, ensuring visibility, compliance, and alignment with business goals
• Conduct business‑related errands and support office operations through hands‑on administrative assistance
• Support miscellaneous and ad‑hoc office projects as assigned, demonstrating flexibility, initiative, and problem‑solving skills

Travel Administration

• Coordinate, track, and maintain all travel bookings for members of the Industrial executive team, ensuring alignment with meeting schedules, business priorities, and personal preferences
• Prepare detailed travel itineraries, including flights, accommodations, ground transportation, meeting locations, and contingency plans.
• Monitor and update travel logistics in Outlook, including real‑time adjustments, confirmations, and relevant documentation
• Ensure all travel bookings comply with company policies, approval workflows, and budget guidelines.
• Troubleshoot travel‑related issues proactively, including delays, cancellations, rebooking’s, and last‑minute travel needs
• Support the reconciliation of travel expenses by ensuring accurate, timely submission of receipts and expense reports.
• Collaborate with internal teams to ensure travel logistics are fully aligned with event planning, meeting coordination, and executive agendas

Desired Skills and Experience

• A minimum of 3 years’ experience in an office management or administrative role
• Post-secondary education (preferred)
• Strong interpersonal skills and the ability to contribute effectively within a team environment
• Ability to work efficiently and without constant supervision
• Ability to multi-task and meet multiple objectives in short time periods
• Ability to identify, assess and solve problems/issues independently and proactively
• Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint.
• Exceptional time management and organizational skills
• Attention to detail
• Excellent communication skills (oral and written)
• Strong sense of integrity, professionalism and loyalty
• Proactive, positive, and outgoing
• Flexible and comfortable with ambiguity
• Confidentiality and discretion on sensitive information
• Experience working in a very fast-paced environment

$72,000 - $88,000 a year

The annual base pay range for this position will be based on the desired experience level for this role. Additionally, Beedie recognizes exceptional individual and team performance through our pay-for-performance bonus program. Factors that contribute to pay decisions include: relevant business and candidate factors such as market location, education, job-related knowledge, skills, experience, and organizational needs.

The base salary and bonus are just a few key components of the overall compensation at Beedie. We also provide generous learning and development support, comprehensive group health benefits, vacation, maternity leave top-up, RRSP matching, paid time for volunteering, and more...

We value your interest in Beedie. While we can only respond to shortlisted applicants, we will keep your information on file and consider you for future opportunities as they come available.We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.