The Opportunity

A private, established Victoria-based company is seeking an experienced Executive Assistant / Office Coordinator to provide high-level administrative, research, writing and organizational support to its senior executives and a small, closely integrated team.

We are looking for someone who is highly capable, resourceful and comfortable working in a fast-paced and busy environment where priorities can change throughout the day. The successful candidate will play an important role in keeping the office organized, preparing executives for meetings, coordinating the flow of information and ensuring that documents, correspondence, research and follow-up items move forward efficiently.

Key Responsibilities

The Executive Assistant / Office Coordinator will:

- Provide day-to-day executive and administrative support to senior leadership.
- Organize daily priorities and help keep executives and the broader office on schedule.
- Prepare for meetings, including organizing agendas, background materials, research, correspondence, exhibits and other supporting documents.
- Attend or support meetings as required and track decisions, action items and follow-up requirements.
- Conduct research on a variety of business matters, including land, real estate, municipal, development and other subjects relevant to the company's activities.
- Research and summarize information from multiple sources into concise, useful briefing materials.
- Draft business correspondence, letters, memoranda, summaries, briefing notes and other documents.
- Take handwritten notes and draft correspondence provided by executives and develop them into polished, skilled documents.
- Use modern productivity and AI tools appropriately to assist with research, drafting and document preparation.
- Proofread and edit correspondence and reports for grammar, accuracy, consistency, tone and presentation.
- Assemble supporting exhibits and background documentation for correspondence and business materials.




- Maintain organized electronic and physical files and ensure documents can be readily located.
- Coordinate calendars, meetings, appointments and other scheduling requirements.
- Assist with meeting logistics, including arranging lunches, catering and other day-to-day office requirements.
- Monitor outstanding items and proactively follow up to ensure deadlines and commitments are met.
- Help coordinate the flow of documents through drafting, review, revision and final distribution.
- Handle sensitive business and personal information with a high degree of confidentiality and discretion.
- Provide general office coordination and administrative assistance wherever required.

What We're Looking For

The right candidate will be an experienced professional who is comfortable working closely with senior executives and understands how to anticipate what needs to happen next.

You should be:

- An exceptionally strong writer, editor and proofreader.
- A capable researcher who can quickly understand unfamiliar subjects and identify relevant information.
- Highly organized, with excellent attention to detail.
- Comfortable working with numbers, spreadsheets, reports and supporting documentation.
- Able to turn rough notes, handwritten instructions and verbal direction into polished professional documents.
- Comfortable using Microsoft Office, particularly Word, Outlook and Excel.
- Comfortable learning and using AI-assisted research and writing tools.
- Able to manage several assignments and competing priorities simultaneously.
- Proactive and willing to follow up rather than waiting to be asked.
- Calm and composed when priorities change or deadlines are tight.
- Confident working with senior,



experienced and sometimes demanding personalities.
- Diplomatic, patient and able to communicate effectively with different working styles and personalities.
- Discreet and trustworthy when handling confidential business information.
- Comfortable working independently while also being part of a small, close-knit team.
- Practical and willing to assist with whatever is required to keep the office running smoothly.

Qualifications

We anticipate that the successful candidate will bring:

- Several years of experience in an Executive Assistant, Senior Administrative Assistant, Office Coordinator, Legal Assistant, Executive Office Coordinator or comparable professional role.
- Excellent written and verbal communication skills.
- Demonstrated experience preparing professional correspondence, reports and meeting materials.
- Strong research and information-gathering capabilities.
- Advanced proficiency with Microsoft Word and good working knowledge of Excel and Outlook.
- Excellent organizational and time-management skills.
- Experience supporting senior executives, business owners or principals would be a significant asset.
- Experience in real estate, development, municipal affairs, legal, investment, finance or a professional-services environment would be beneficial but is not required.

The Working Environment

This is a fully in-office role in Victoria, BC, five days per week. The position supports a small team that works closely together throughout the day.

Compensation

The anticipated salary range is $85,000 - $96,000 per year, depending on experience and qualifications.

How to Apply

Please submit your resume along with a brief cover letter outlining your experience supporting senior executives and highlighting your experience with research, business writing, document preparation and office coordination.

All applications will be treated confidentially.

Pay: $85,000.00-$96,000.00 per year

Work Location: In person

📌 Executive Assistant / Office Coordinator (Victoria)
🏢 Important Company of the Sector
📍 Victoria