Executive Assistant / Project Coordinator
posted 1 week ago

Description

JOIN THE TEAM

Executive Assistant

• Are you a self-driven, organized, team oriented, professional that loves residential and commercial construction?
• Do you thrive in a fast paced, ever changing work environment and have a track record of getting results through planning and execution?
• Would you like to join a rockstar team that values honesty, professionalism and accountability?
• If you answered “YES” to the above, read on

ABOUT HYLAND LANDSCAPES

We are a Vancouver based full service landscaping firm specializing in Commercial and residential design builds and landscape maintenance. We are in the business of creating functional outdoor spaces that reflect our clients values and lifestyle. We cultivate a work environment that inspires innovative thinking and consistent high performance. We are passionate and committed to our company culture and amazing service to our clients. Our company is built on team ethos, being real and enjoying the journey together.

THE EXECUTIVE ASSISTANT / PROJECT COORDINATOR ROLE IS FOR YOU IF YOU ARE:

• Trustworthy, honest, respectful, accountable and reliable
• A proven leader and manager with the ability to motivate others
• Committed to personal excellence, driven to succeed with a "can do" attitude
• Able to plan, see the “big picture” and prioritize
• Project management skills and the flexibility to adapt to a fast-paced environment.
• Exceptional multitasking abilities,
• Calm, positive, and have a solution-oriented attitude in all situations
• Superb written and verbal communication skills,
• Adept at critical thinking and problem solving

DESCRIPTION OF DUTIES:

• Provide comprehensive administrative support to the Ownership group including managing schedules, coordinating meetings, and handling correspondence.
• Act as the primary point of contact between the Ownership group and internal/external stakeholders, demonstrating professionalism and discretion in all interactions.
• Prepare and edit documents, presentations, and reports for executive review.
• Coordinate travel arrangements and accommodations for the individual owners, including itinerary planning and expense reporting.
• Manage company equipment/tools, and facilities, ensuring efficient utilization and procurement as needed.
• Oversee administrative tasks such , filing systems, and record-keeping to maintain organization and accessibility of information.
• Assist with HR-related tasks such as onboarding new employees, managing personnel records, and coordinating company events.
• Compile and summarize market research to support strategic decision-making and business development initiatives.
• Input and manage data using various software and tools, ensuring accuracy and integrity of information.
• Take comprehensive meeting notes during executive meetings, capturing action items and key discussion points for follow-up.
• Provide task management support for the leadership team, assisting in prioritizing tasks and ensuring deadlines are met.
• Assist in writing content for promotional materials, including but not limited to, website copy, marketing collateral, and social media posts.
• Coordinate with contractors and external vendors as needed, facilitating communication and ensuring project deliverables are met on time and within budget.
• Organize and maintain content libraries and databases, ensuring easy access and retrieval of information for internal stakeholders.

SKILLS AND REQUIREMENTS:

• Experience with Project management software tools and current technology.
• Project Management experience
• Agility with softwares and spreadsheets
• Proven ability to focus on micro details
• Proven experience (3-5 years) as an Executive Assistant or similar role.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace and other relevant software applications. Project management software (e.g., Trello) is a plus.
• Excellent organizational skills with a keen attention to detail, the ability to prioritize tasks effectively, and excellent follow up with internal and external stakeholders to ensure tasks are completed in a timely manner.
• Exceptional communication and interpersonal skills, with the ability to interact professionally with individuals at all levels of the organization.
• Demonstrated discretion and confidentiality in handling sensitive information and matters.
• Ability to work independently with minimal supervision and as part of a collaborative team.
• Flexibility to adapt to changing priorities and deadlines in a fast-paced environment.
• Previous experience in office administration or facilities management is a plus.
• Must live in Vancouver, have a valid driver’s license, access to a vehicle, and be available to work full-time

THE BENEFITS:

• Be a part of a positive and professional working environment
• Work at a company that believes in investing in employee growth, personal development and education where we conduct biannual performance reviews, setting incremental goals to achieve personal and professional milestones.
• A competitive salary and compensation structure that grows with the company
• Be a part of exceptional team bonding adventures and Hyland socials

APPLICATION:

If this sounds like you, email your application and resume to [email protected] and let us know why you think you would be a great fit for our team.

Job Type: Full-time

Pay: $65,000.00-$85,000.00 per year

Benefits:

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus pay
• Retention bonus

Ability to commute/relocate:

• Vancouver, BC V5X 4V6: reliably commute or plan to relocate before starting work (required)

Experience:

• Project management: 5 years (required)

Work Location: In person

Expected start date: 2024-05-04

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