NEW OPPORTUNITY:

EXECUTIVE ASSISTANT

TheExecutive Assistant will be responsible for overseeing the companys office administration, providing administrative support to the leadership team and supporting shareholder relations.

RESPONSIBILITIES:

Office Management

• Present a positive and professional image of the office to all visitors, suppliers, inquiries, and other interactions
  

• Manage office supply inventory, mail and courier coordination
  

• Manage office access and / or parking for all corporate locations
  

• Manage corporate cell phone plans and devices
  

• Manage corporate landline system
  

• Manage corporate offsite document storage, recycling and shredding
  

• Manage boardroom bookings
  

• Act as the point of contact for building management and manage building requests as required
  

• Coordinate maintenance and repair services as required
  

• Lead the planning and scheduling of official office events
  

• Develop and implement office policies and procedures
  

• Coordinate with Marketing to ensure executive presentation and networking events are marketed promptly
  

• Manage internal communication, including the management of the MBH SharePoint page
  

• Serve as the point of contact for internal communications and external inquiries; receive and screen inbound telephone calls, and visitors; refer and/or redirect calls, e-mails, or visitors as applicable
  

• Act as the Commissioner for Oaths for corporate office
  

• Lead annual insurance renewal process for corporate office as well as managed and /or owned assets
  

• Manage the office Health and Safety requirements
  

• Assist with special project duties on an as needed basis
  

Executive Administration

• Provide administrative support to the leadership team, as directed by verbal or written instruction
  

• Manage confidential and legal documents for all departments including accounting, finance, and construction for correspondence and signature, maintain minute books, and other monetary duties, coordinating travel for team members,
  

• Provide calendar management, ensuring meetings are communicated to external and internal clients, no double bookings, no missed meetings, sufficient time allocation, etc.
  

• Coordinate the logistical aspects of meetings, seminars, workshops, events and travel
  

• Provide proactive meeting preparation as requested, anticipating the needs of the leadership team
  

• Assist in the preparation of briefing materials, presentations and documents
  

• Coordinate expense report preparation and reimbursement tracking
  

Shareholder Communication

• Act as the main point of contact for investment stakeholders, handling multiple types of investment structures
  

• Prepare and distribute monthly investor communications for both the hotel shareholders and corporate shareholders
  

• Proactively schedule all shareholder meetings and set preparation meeting schedule for leadership team
  

• Coordinate responses to investor inquiries and ensure timely, accurate, and consistent messaging
  

• Support the development and execution of the companys investor relations annual strategy and calendar
  

• Strengthen the Companys reputation within the industry through integrity in all business dealings by providing an exceptional level of service and communication
  

Experience Required

• 3-5 years of previous office and/or administration experience. Legal administration experience considered an asset.
  

• Previous experience working with senior management in an administrative-supporting role
  

• Excellent working knowledge of computers, internet and the ability to navigate within a variety of software packages
  

• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
  

Mission Critical Competencies

• Excellent written and verbal communication skills
  

• Ability to work under deadlines, strong time management skills
  

• Ability to work independently with confidential and sensitive matters
  

• Proven ability to manage competing priorities in a fast-paced and changing environment
  
• Demonstrated ability to identify and resolve problems effectively
  
• Keen to build positive relationships and enjoys interacting with people
  

Desired Education

• Diploma or Certificate from an Office Administration, Legal Assistant or Business program or an equivalent combination of education and experience
  

WORKING CONDITIONS:

• Willingness to work a flexible schedule, travel and in turn receive job flexibility
  

TO APPLY:

To apply send all resumes to https://masterbuilthotels.bamboohr.com/careers/854. We thank all applicants for their submissions, but only those deemed qualified by our hiring manager will be contacted. No phone calls please.