The Alabaster Group of Companies encompasses Alabaster Homes, our multi-family rental, strata and multiplex division and Pavilion Cowork, our shared office space division. While our core business is real estate development and shared office space, we pride ourselves on being a team of community builders. Our passion for our work is evident in everything we do. As we continue to grow as a company, we are looking for a dynamic administrative professional to join our team.Position SummaryThe Executive & Personal Assistant provides administrative and personal support to members of the Executive Leadership Team (ELT). This role requires exceptional discretion, organizational excellence, and the ability to anticipate needs and manage complex, fast-moving priorities. Acting as a strategic partner and trusted liaison, the Personal & Executive Assistant will ensure the seamless operation of executive activities and help CEO and ELT stay organized, effective and able to maintain focus on organizational priorities.Core Duties & ResponsibilitiesExecutive SupportStrategic Calendar & Time ManagementManage complex calendars, meetings and travel arrangements for the members of the Executive Leadership Team (ELT), ensuring alignment of priorities and efficient time use. Anticipate and proactively resolve scheduling conflicts, travel changes and competing priorities.Executive Communications & ReportingPrepare executive level communications, including presentations, reports and documents as required for both internal and external meetings.Preparation of agendas, compiling materials, recording minutes and tracking follow up actions for both internal and external meetings as required.Conduct research and gather information as needed to assist in decision making and problem solving.Prepare and maintain excel spreadsheets for tracking and light reporting. Point of contact for internal and external relationships. Travel Planning & LogisticsPlan and execute detailed domestic and international travel arrangements, including flights, accommodation, ground transportation, visas and itineraries.Meeting & Event CoordinationOrganize recurring and ad-hoc internal and external meetings that involve ELT.Arrange catering and equipment rentals as needed – includes set up and tear down for internal meetings.Manage meeting & event logistics to ensure seamless execution.Expense AdministrationPrepare, track and reconcile executive expense reports and reimbursements accurately and promptly.Other duties and tasks as assigned and required.Personal Assistance SupportComprehensive Lifestyle ManagementProvide hands-on support with personal scheduling, travel arrangements,



family coordination and day-to-day logistics to ensure a seamless balance between the executive’s professional and personal commitments.Manage day to day personal administrative duties including insurance, contracts, and other personal relationships.Travel & Event CoordinationPlan and manage personal and family travel - including flights, accommodations, transportation, dining and entertainment itinerary creation - with the same level of precision shown for corporate management.Coordinate private and social events, dinners and family gatherings as needed.Household & Property OversightLiaise with the head of household to ensure smooth operations and upkeep of personal residences and vehicles. Oversee scheduling for required maintenance, deliveries and other household services.Personal Appointments and ErrandsManage and schedule personal appointments such as medical visits, wellness sessions and other personal services. Handle any personal errands with discretion and efficiency, ensuring that the executives’ personal needs are proactively met.Family & Guest CoordinationAct as the point of contact for family members, visiting guests or VIPs. Assist with hospitality arrangements, gifts and travel logistics as needed.Special Projects & Personal InitiativesManage ad-hoc or long-term personal projects (e.G. relocation, events, philanthropy or community involvement) and ensure timelines and deliverables are met.Corporate Operations SupportAdministrative support for our Corporate Operations Department across various responsibilities, including but not limited to:Meetings & Event CoordinationServe as Co-Chair for the Social Events Committee to plan and execute staff social events and Town Hall and other All-Hands meetings.Serve as a key member of the Location Operations team to ensure smooth operations of our head office location.People & Culture SupportOnsite tasks such as office orientation and welcome tour and assistance with desk set up.Onsite coordination of return of Company property for departing employees.Information Systems - Technology SupportCRM maintenance and data entry for contacts and investors as requested by ELT.Provide back up coverage for the Manager,



Corporate Operations for specific software platforms as needed.Health & SafetyObtain and keep current valid First Aid Certification and act as an Office First Aid Attendant.Serve as a key member of the Office Health & Safety Committee. Who You AreYou are an organizational powerhouse, driven by details, and proactive problem solver. With strong relationship management, you take pride in understanding the needs of others and value delivering the highest level of hospitality with discretion for sensitive information. Eager to learn and committed to excellence, you’re ready to roll up your sleeves and get the job done. You thrive as part of a close-knit, hardworking team. You ensure nothing falls through the cracks, whether personal or professional, you keep things running smoothly so CEO can focus on leading the business.In addition to these qualities, you possess:Post secondary education in business administration or equivalent work experience.Must have 5+ years as an Executive and Personal AssistantProficient in Google Workspace applications as well as Microsoft and Adobe. Willingness to learn new software as needed.Excellent verbal and written communication skills and fluency in English.Positive attitude and willingness to learn.Adaptable and flexible, able to work in a fast paced environment in multiple time zones, both independently and as part of a larger team.Solutions oriented approach with superior time management, multitasking and prioritization abilities.Eligible to work in Canada (Canadian Citizen, Permanent Resident or valid working visa) required.Total Compensation PackageBase Annual Compensation, with a range of $65,000.00 - $90,000.00. depending on experience and qualifications.Vacation & Time Off Package.Extended Health & Dental Perks upon successful completion of a mandatory 3 month probationary period.How to ApplySubmit a resume with a brief cover letter to In the subject line, include “Application for Personal Executive Assistant”Position will remain posted until filled.Only selected applicants will be contacted, we regretfully cannot respond to all applicationsNo phone calls please.The Alabaster Group of Companies is an Equal Employment Opportunity employer. Our goal is to be inclusive, diverse and representative of the communities where we work while creating an environment where every person can enjoy a successful career. This commitment applies to all candidates and employees regardless of race, ethnicity, creed, place of origin, religion, sex, gender identity, gender expression, sexual orientation, family status, marital status, disability, age and any other protected characteristic.Requests for accommodation due to a disability or any other protected characteristic can be made at any stage of the recruitment process and during employment by contacting our Corporate Operations Team at .

📌 Personal Executive Assistant - $65,000 - $90,000 A Year (Vancouver)
🏢 Alabaster Group of Companies
📍 Vancouver