NEW OPPORTUNITY:

EXECUTIVE ASSISTANT

The Executive Assistant will be responsible for overseeing the company’s office administration, providing administrative support to the leadership team and supporting shareholder relations.

RESPONSIBILITIES:

Office Management

• Present a positive and professional image of the office to all visitors, suppliers, inquiries, and other interactions

• Manage office supply inventory, mail and courier coordination

• Manage office access and / or parking for all corporate locations

• Manage corporate cell phone plans and devices

• Manage corporate landline system

• Manage corporate offsite document storage, recycling and shredding

• Manage boardroom bookings

• Act as the point of contact for building management and manage building requests as required

• Coordinate maintenance and repair services as required

• Lead the planning and scheduling of official office events

• Develop and implement office policies and procedures

• Coordinate with Marketing to ensure executive presentation and networking events are marketed promptly

• Manage internal communication, including the management of the MBH SharePoint page

• Serve as the point of contact for internal communications and external inquiries; receive and screen inbound telephone calls, and visitors; refer and/or redirect calls, e-mails, or visitors as applicable

• Act as the Commissioner for Oaths for corporate office

• Lead annual insurance renewal process for corporate office as well as managed and /or owned assets

• Manage the office Health and Safety requirements

• Assist with special project duties on an as needed basis

Executive Administration

• Provide administrative support to the leadership team, as directed by verbal or written instruction

• Manage confidential and legal documents for all departments including accounting, finance, and construction for correspondence and signature, maintain minute books, and other monetary duties, coordinating travel for team members,

• Provide calendar management, ensuring meetings are communicated to external and internal clients, no double bookings, no missed meetings, sufficient time allocation, etc.

• Coordinate the logistical aspects of meetings, seminars, workshops, events and travel

• Provide proactive meeting preparation as requested, anticipating the needs of the leadership team

• Assist in the preparation of briefing materials, presentations and documents

• Coordinate expense report preparation and reimbursement tracking

Shareholder Communication

• Act as the main point of contact for investment stakeholders, handling multiple types of investment structures

• Prepare and distribute monthly investor communications for both the hotel shareholders and corporate shareholders

• Proactively schedule all shareholder meetings and set preparation meeting schedule for leadership team

• Coordinate responses to investor inquiries and ensure timely, accurate, and consistent messaging

• Support the development and execution of the company’s investor relations annual strategy and calendar

• Strengthen the Company’s reputation within the industry through integrity in all business dealings by providing an exceptional level of service and communication

Experience Required

• 3-5 years of previous office and/or administration experience. Legal administration experience considered an asset.

• Previous experience working with senior management in an administrative-supporting role

• Excellent working knowledge of computers, internet and the ability to navigate within a variety of software packages

• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)

Mission Critical Competencies

• Excellent written and verbal communication skills

• Ability to work under deadlines, strong time management skills

• Ability to work independently with confidential and sensitive matters

• Proven ability to manage competing priorities in a fast-paced and changing environment

• Demonstrated ability to identify and resolve problems effectively

• Keen to build positive relationships and enjoys interacting with people

Desired Education

• Diploma or Certificate from an Office Administration, Legal Assistant or Business program or an equivalent combination of education and experience

WORKING CONDITIONS:

• Willingness to work a flexible schedule, travel and in turn receive job flexibility

TO APPLY:

To apply send all resumes to https://masterbuilthotels.bamboohr.com/careers/854. We thank all applicants for their submissions, but only those deemed qualified by our hiring manager will be contacted. No phone calls please.