JOB SUMMARY The Executive Assistant provides high-level administrative and operational support to the Vice President of Development. This role is responsible for managing executive priorities, coordinating schedules, and ensuring efficient day-to-day operations. The position requires strong organizational skills, effective communication, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

RESPONSIBILITIES Executive Administration & Coordination - Provide daily administrative support to the Vice President of Development - Manage and coordinate complex calendars, meetings, and schedules across various time zones and platforms - Prepare agendas, coordinate logistics, and distribute materials for management meetings and executive discussions - Compile briefing materials to support meetings, conferences, and executive decision-making - Attend meetings as needed, preparing accurate minutes and follow-up actions - Serve as a liaison between the VP's office and internal departments to facilitate coordination and communication - Draft, edit, and format correspondence, presentations, and other documents, including confidential materials - Review incoming communications, prioritize requests, and flag urgent matters for attention - Support scheduling and logistics for both internal and off-site meetings - Ensure organized and accurate records, files, and documentation - Assist in the preparation and formatting of internal and external documents - Maintain corporate documentation, templates,



and records within SharePoint or designated systems Client Services - Organize accurate information packages and documentation for potential clients - Present a professional front-line image to clients, both internal and external - Schedule follow-up/review meetings with senior staff and clients - Communicate on behalf of the VP and executive management with various external clients - Prioritize conflicting needs and manage projects proactively to ensure timely completion - Manage CRM (Zoho) software, setting up new projects, updating information, ensuring data accuracy, and analyzing reports for client follow-up with the Executive/Development team QUALIFICATIONS - Demonstrated business writing skills, including proficiency in wording, tone, grammar, and punctuation - Strong written and verbal communication skills, with the ability to prepare professional correspondence and presentations - Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); knowledge of Social media web platforms and Adobe Creative Cloud considered an asset - Capable of establishing harmonious working relationships with both co-workers and clients - Highly organized with solid attention to detail and accuracy - Strong interpersonal skills with the ability to interact effectively with internal stakeholders - Demonstrated ability to work independently, prioritize tasks, and meet deadlines - Maintains professionalism, discretion, and confidentiality in handling sensitive information. Please note that we can only accept candidates who are eligible to work in Canada.

📌 Executive Assistant, Development (Richmond)
🏢 Wales McLelland Construction
📍 Richmond