Executive/Personal Assistant and Office Administrator

Builders Capital is an established mortgage company committed to providing excellent service to our clients. We’re looking for an organized, detail-focused and personable Office Administrator to help keep our office running smoothly.

This is a varied role for someone who enjoys keeping things on track, communicating with people and learning how a mortgage moves from initial inquiry through funding and follow-up.

You’ll work closely with our CEO, accounting team and mortgage professionals.

What you’ll do:

Office and executive support

- Answer phone calls and emails with a explicit, friendly and professional manner.
- Communicate with clients, vendors and colleagues to keep information moving.
- Manage the CEO’s calendar, schedule meetings and appointments, book the boardroom, and prepare meeting logistics.
- Arrange business travel and hotel bookings.
- Set up Zoom and Microsoft Teams meetings.
- Collect, organize and upload invoices and receipts; track credit card statements and gather supporting documents.
- Support the accounting team with tasks such as accounts payable data entry, preparing and mailing cheques, and basic reconciliations.
- Sort incoming and outgoing mail and packages, including international shipments of parts and supplies.
- Digitize and upload historical files to the cloud.
- Monitor office supplies and equipment, and coordinate building or maintenance issues with property management.
- Maintain accurate, well-organized mortgage files, documents and records.
- Learn the mortgage process from first client contact through funding and follow-up.
- Work with loan officers, underwriters and other colleagues to help resolve issues and keep files moving.
- Track aircraft and vehicle registration and insurance information, including renewal dates, required documents and follow-up with the relevant providers.

CEO and personal support





- Help ensure the CEO’s day runs smoothly by managing his calendar, preparing for the day’s commitments and reminding him of upcoming appointments and important events.
- Schedule and keep track of the CEO’s business and personal appointments, including dental and medical visits.
- Organize and maintain the CEO’s receipts, including collecting, tracking and filing them with supporting documentation.
- Handle personal scheduling and information with discretion and confidentiality.
- Take on occasional research assignments, clarify the desired outcome when needed, gather relevant information and present findings in an organized, useful format.
- Track requests and commitments across the CEO’s business and personal priorities, keep tasks organized, and follow up until they are resolved or a clear next step is agreed.

Construction Project Coordination

- Keep a clear record of construction tasks, timelines, contacts and next steps; follow up with contractors.
- Anticipate needed follow-up, flag delays or missing information, and raise issues early so important tasks don’t fall through the cracks.

What you’ll bring

- Experience in office administration, executive and/or personal assistance
- Strong organizational skills and the ability to manage several priorities at once.
- Resourcefulness and confidence learning unfamiliar tasks: you look for answers, ask focused questions when needed, and keep moving toward a solution.
- Clear, professional communication and a personable phone manner.
- Careful attention to detail and a commitment to accuracy.
- Confidence using Microsoft Office.
- The ability to stay composed, adaptable and effective in a fast-paced environment.
- The judgment to support the CEO effectively, raise concerns constructively and maintain a productive working relationship.

Job Types: Full time, Permanent

Pay: $26.00-$28.00 per hour

Benefits:

- On-site parking

Education:

- Secondary School (preferred)

Experience:

- Executive Assitant: 1 year (preferred)
- Administrative : 1 year (preferred)

Work Location: In person

📌 Executive/Personal Assistant and Office Administrator (Beltline)
🏢 Builders Capital Management
📍 Beltline