The Executive Assistant plays a key role in supporting the CEO and the day-to-day operations of a growing hotel development and investment company. This position requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities while maintaining confidentiality.

The Executive Assistant is responsible for coordinating administrative, financial, and operational tasks to ensure projects, deadlines, and corporate obligations are completed efficiently. This role serves as the CEO's organizational partner, proactively tracking responsibilities, following up on outstanding items, and helping move projects forward.

Key ResponsibilitiesExecutive Support

- Manage and maintain the CEO's task list, ensuring priorities are organized and regularly updated.
- Proactively remind the CEO of upcoming deadlines, meetings, and action items.
- Assist the CEO in completing administrative and operational tasks.
- Follow up on outstanding items with internal team members and external partners.
- Prepare documents, correspondence, reports, and meeting materials.

Accounts Payable

- Process and pay invoices accurately and on time.
- Maintain organized records of invoices, receipts, and payment confirmations.
- Coordinate with suppliers and accounting professionals regarding payment inquiries.
- Ensure vendor information and payment records remain accurate.

Vendor & Contractor Coordination

- Communicate professionally with contractors, consultants, suppliers, government agencies, lenders, and service providers.
- Obtain quotes, schedule meetings, coordinate deliveries, and follow up on outstanding requests.
- Maintain positive working relationships with external partners.

Corporate Administration & Compliance





- Track key corporate filing deadlines, including tax filings, annual reports, insurance renewals, permits, licenses, and other regulatory requirements.
- Maintain a compliance calendar and ensure all deadlines are met.
- Coordinate with accountants, lawyers, and other professional advisors as required.

Project & Task Management

- Maintain a comprehensive master task list for the company and CEO.
- Monitor progress on projects and follow up with responsible team members.
- Identify overdue items and ensure they receive appropriate attention.
- Help coordinate priorities across hotel developments, renovations, acquisitions, financing activities, and corporate initiatives.

Administrative Support

- Organize digital and physical filing systems.
- Schedule meetings, appointments, and travel arrangements.
- Prepare meeting agendas and record action items where required.
- Assist with document management, contracts, and corporate records.

Qualifications

- Excellent organizational and time management skills.
- Strong attention to detail and ability to manage multiple priorities.
- Excellent written and verbal communication skills.
- High level of professionalism and discretion with confidential information.
- Proficiency with Microsoft Office (Excel, Word, Outlook) and cloud-based document management systems.
- Experience using project management or task management software is an asset.
- Previous experience supporting executives, real estate developers, construction companies, or hospitality organizations is preferred.

Pay: $20.00-$25.00 per hour

Ability to commute/relocate:

- Kelowna, BC V1X 4J2: reliably commute or plan to relocate before starting work (required)

Location:

- Kelowna, BC V1X 4J2 (required)

Work Location: In person

📌 Executive Assistant (Canada)
🏢 DoubleTree by Hilton Kelowna
📍 Canada