Executive Assistant
Posted:
10/07/2022
Regina, Saskatchewan
Avana Developments Inc is a high-growth and fast-paced company in its eighth year of business. We have emerged in the Western Canadian construction industry as a leading developer and a highly-rated property management company. Driven by a team of motivated and enthusiastic leaders with an unwavering entrepreneurial spirit, Avana is dedicated to providing the community with beautiful, attainable and safe rental homes. To carry out our mission of creating change through attainable housing, we are required to perform at an exceptionally high level, and that is where you come in.
We are expanding our team of professionals and are seeking highly organized, hard-working individuals. The successful candidate should be committed to personal development and excellence, and share similar goals and core values with our team. Our team is chalked full of high-performing and capable individuals, that are looking to invest their time and expertise not only into their discipline but their teammates and community as well. Everything we do at Avana is guided by our values. We act with honesty and integrity, evolve with innovation and improvement, lead our community in social responsibility, incubate entrepreneurial spirit and personal development, all while encouraging accountability. Ultimately, Avana is in search of a determined change-maker that is excited by the opportunity to positively impact the communities with which we operate.
We are expanding our team of professionals and are seeking highly organized, hard-working individuals. The successful candidate should be committed to personal development and excellence, and share similar goals and core values with our team. Our team is chalked full of high-performing and capable individuals, that are looking to invest their time and expertise not only into their discipline but their teammates and community as well. Everything we do at Avana is guided by our values. We act with honesty and integrity, evolve with innovation and improvement, lead our community in social responsibility, incubate entrepreneurial spirit and personal development, all while encouraging accountability. Ultimately, Avana is in search of a determined change-maker that is excited by the opportunity to positively impact the communities with which we operate.
Position Overview:
We are hiring an Executive Assistant to support Avana’s large-scale growth plans. The successful applicant will succeed in a fast-paced progressive career, enjoy working with people in a team environment and lead with excellence. The Executive Assistant will report directly to our Executive Leadership team and is a full-time salary role.
Key Responsibilities:
- Maintain a high degree of discretion and confidentiality at all times, with confidential and sensitive information.
- Monitor and communicate administrative standards, processes and policies across the leadership division and making improvement recommendations to ensure optimum efficiency.
- Manage the Executives’ calendars through collaboration, prioritization, and scheduling.
- Assemble all briefing and background materials for the Executives in preparation for meetings.
- Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.
- Participate in and coordinate Executives’ meetings including drafting and distributing agendas and recording minutes.
- Draft, review, and send communications on behalf of company executive(s).
- Act as the point of contact for executives on specified topics among employees, clients and other external partners, managing information flow in a timely and accurate manner.
- Monitor emails and redirect requests to other team members as appropriate.
- Retrieve, research, and compilie all briefing and background materials for the Executives.
- Draft, record, proofread, and edit documents for Executives.
- Track and monitor action items to ensure timelines are met.
- Manage incoming and outgoing correspondence on various channels, ensuring proper distribution.
- Keep important information and documents organized physically, and electronically on company tools like Dropbox, Google Drive, and Monday.com.
- Create, review, verifying, and distribute Purchase Orders for approval.
- Compile expense information and prepare budget reports for review.
- Order supplies and handling office equipment repairs and furniture replacement ensuring the government assets are managed.
- Book and coordinate Executive travel arrangements, dining, accommodations when requested.
- Travel with Executives when required.
- The Executive Assistant position will be dynamic, resulting in changes to scope and job description to support the company, as necessary.
- Attend and represent Avana at various community events and functions.
Skills and Qualifications:
- A minimum of 5 years in an executive administrative position working in a fast-paced environment.
- A diploma, certificate or equivalent in administrative services or in business administration is preferred.
- An exceptional communicator both verbally and in writing.
- Critical thinking ability with solution-focused outcomes.
- Must be able to multitask and work well under pressure.
- Exceptional attention to detail, problem-solving ability, strategic thinking, excellent time management, and great interpersonal skills.
- Must be able to provide administrative support, including coordinating calendars, booking boardrooms, planning meetings and workshops, and arranging travel, accommodation and car rentals.
- Sense of ownership and pride in your performance and its impact on the company’s success.
- Excellent technical skills, including the ability to learn new software, and experience using Apple software would be an asset.
- Independent and confident in order to organize, prioritize and proficiently complete multiple tasks while dealing with frequent interruptions and tight deadlines.
- Proficient in managing budget activities and monitoring office expenditures.
- Approachable and collaborative in order to build strong working relationships.
- Innovative in order to identify and make process improvement recommendations.
- Thorough with attention to detail to ensure quality work.
- Adaptable in order to meet new challenges as they arise.
- Familiar with office management and administrative practices, procedures, protocols and equipment.
- Be able to work flexible hours, including additional time spent when necessary.
Compensation Package:
- Salary Range: $55,000 – $75,000 based on education and experience. Salaries are reviewed annually in October.
- Benefits: Dental and medical benefits package. 80% of the cost is covered by Avana. Option for employee to purchase disability and life insurance.
- Pension: The Pension Plan will commence in your second year of employment. 2% of salary matched in year two, 3% of salary matched in year three, 4% of salary matched in year four and 5% of salary matched in year five. Avana’s matched portion vests 12 months after the first contribution.
- Vacation Entitlement: 20 business days per year. Must be accumulated prior to taking them.
- Annual Bonus: Opportunity to earn up to 10% of salary as an annual bonus.
- Parental Leave: Inclusive of four (4) months of salary top-up, up to a maximum of $15,000 total, with ongoing benefits based on the terms stated above. Pension will not apply for the duration of the period of leave. If an employee provides resignation within 24 months of the paternal leave return date, the total amount of the salary top-up will be repaid to Avana.
- Probation Period: The probation period is 90 days from the start date listed.
- COVID-19 Protocol: Avana requires employees to be fully vaccinated. Exemptions may be made for anyone who has a confirmed medical diagnosis with a doctor’s note.
- Criminal Record Checks are required for all Avana employees prior to being hired. This is to be obtained at your expense and will not be reimbursed by the Employer.
