VAVAA Group of Companies is looking for an enthusiastic and highly organized, Administrative & Executive Assistant who can help manage day-to-day business operations, scheduling, communications, and administrative responsibilities across up to 8 active companies.

The ideal candidate must be able to work independently, stay ahead of deadlines, follow up consistently, and ensure that tasks are completed

Key Responsibilities

1. Training & Employee Coordination

- Assist Human Resources team with scheduling employee training sessions.
- Contact trainees to confirm their attendance.
- Follow up with individuals who have not responded.
- Coordinate rescheduling and maintain accurate training records.
- Ensure Human Resources team is kept informed of upcoming training sessions and attendance.

2. Email & Communication Management

- Monitor and organize business emails across multiple companies.
- Respond to routine inquiries and flag important matters requiring my attention.
- Follow up on outstanding emails until matters are resolved.
- Maintain qualified communication with employees, vendors, dealers, and business partners.

3. Invoice & Dealer Follow-Ups

- Follow up with dealerships regarding outstanding invoices, payments, and documentation.
- Track pending invoices and ensure they are processed on time.
- Communicate with accounting teams when necessary.




- Maintain an organized record of outstanding financial matters.

4. Task Management & Accountability

- Maintain a centralized list of pending tasks across all companies.
- Follow up with the appropriate individuals until each task is completed.
- Track deadlines and provide reminders before items become overdue.
- Provide regular updates on outstanding matters.
- Take initiative to identify issues that require attention rather than waiting for instructions.

5. Scheduling, Travel & Bookings

- Manage Executive team business and personal calendar.
- Schedule meetings, appointments, and important business commitments.
- Coordinate travel arrangements, including flights, hotels, transportation, and reservations.
- Handle changes, cancellations, and confirmations.
- Ensure there are no scheduling conflicts.

6. Corporate Documentation & Organization

- Organize and maintain corporate documents for all active companies.
- Track business licences, insurance documents, contracts, registrations, and renewal dates.
- Maintain an organized digital filing system for each company.
- Ensure important documents are easily accessible when required.
- Coordinate with accountants, lawyers, insurance brokers, and other professionals as needed.

Pay: $22.00-$29.00 per hour

Expected hours: 40.0 per week

Work Location: In person

📌 Administrative/Executive Assistant (Surrey)
🏢 Vavaa Distribution
📍 Surrey