Executive / Personal Assistant

Company: VIS Mechanical and VIS Group of companies

Reports to: Owner

Location: Vancouver, BC (Available to travel to Victoria up to 8 days a month)

Position Summary

We are seeking a highly organized, resourceful, and proactive Executive / Personal Assistant to support the Owner in both business and day-to-day priorities.

This role is ideal for someone who thrives in a fast-moving environment, communicates with confidence, anticipates needs before they arise, and can manage multiple workstreams without dropping details.

You will become a trusted partner, helping create structure, improving efficiency, and ensuring the Owner’s time is focused on the highest-value activities.

Key Responsibilities

Executive Support

- Manage complex calendars, scheduling, and priority alignment
- Coordinate internal and external meetings, agendas, and follow-ups
- Screen calls, emails, and requests; draft responses as needed
- Track tasks, commitments, and deadlines across multiple projects
- Assist with investor, client, and partner communications

Operational & Business Coordination

- Liaise with leadership, project managers, and field teams
- Help move initiatives forward by following up on action items
- Maintain organized digital and physical filing systems
- Support special projects, research, and data gathering
- Assist with event coordination, travel planning, and logistics
- Coordinating personal and company advertising deals
- Maintain office supplies and food orders
- assisting in website changes as needed
- booking corporate and personal travels
- Other tasks as needed

Personal Assistance





- Support scheduling and personal appointments
- Coordinate travel, reservations, and itineraries
- Handle confidential matters with professionalism and discretion
- Personal branding and social media Filming/Editing
- Personal and company event planning
- Enlisting in community events, charity functions, and business development prospect's
- Running day to day errands, car servicing's, detailing appointments and more
- Booking contractors and home needs
- Track medical, dental, and fitness appointments
- Handling birthday reminders and gift shopping
- Manage travel preferences and loyalty programs

What Success Looks Like

- The Owner’s schedule runs smoothly and conflicts are minimized
- Priorities are clear and deadlines are met
- Communication flows efficiently between teams
- Issues are anticipated and solved before becoming urgent

Qualifications & Experience

- Experience supporting a senior executive, owner, or leadership team
- Exceptional organizational and time-management skills
- Strong written and verbal communication abilities
- High level of discretion and professionalism
- Comfortable working in a dynamic, entrepreneurial environment
- Proficient with Microsoft Office / Google Workspace
- Experience in construction or trades environments is an asset

Core Competencies

- Detail oriented
- Adaptable and calm under pressure
- Self-starter with strong initiative
- Solutions focused
- Able to manage competing priorities

Job Types: Full-time, Permanent Pay: $50,000.00-$60,000.00 per year

Benefits

- Dental care
- Extended health care

Work Location: In person

📌 Executive/Personal Assistant (Vancouver)
🏢 VIS Mechanical
📍 Vancouver