Executive and Personal Assistant

Job Responsibility:

Executive & Personal Assistant

Alabaster Homes is a locally owned and managed real estate development company that specializes in multi-family projects in Metro Vancouver. With in-house development, finance, accounting, construction, sales and marketing departments, we pride ourselves on a truly collaborative, team-based approach. We are seeking a highly organized and proactive Executive & Personal Assistant to provide comprehensive support to our company's top executive. This role will involve a combination of executive support and personal assistance to ensure smooth daily operations, effective time management, and the highest level of productivity for our leadership team.

The Role

The Executive & Personal Assistant will be responsible for the following duties:

Executive Support:

• Manage and maintain the executive's schedule, including arranging appointments, meetings, and travel itineraries.
• Coordinate and prioritize emails, calls, and correspondence to ensure timely responses.
• Prepare reports, presentations, and documents as needed for meetings and presentations.
• Conduct research and gather information to assist in decision-making and problem-solving.
• Monitor and follow up on action items resulting from meetings and discussions.

Personal Assistance:

• Provide personal support to the executive, including managing personal appointments, family events, and other commitments.
• Assist with personal tasks, such as booking reservations, managing household matters, and handling personal correspondence.
• Handle personal shopping, gift procurement, and special requests as required.
• Maintain confidentiality and discretion regarding personal matters.

Family Office Support:

• Producing quarterly reporting package, including balance sheet, cash flow forecasts and qualitative update on investments.
• Organizing quarterly family office updates and annual meetings with family stakeholders.
• Leading bi-weekly meetings with the Bali (Indonesia) operational team to receive reports on hotel performance.
• Coordinate, organize and maintain records: bank documents, land title/deeds, shareholder information, trust certificates, Wills/POAs, other estate documents, estate procedures.
• Translation of documents and emails, and in-meeting interpretation.
• Coordinating with Bali team for site visits and meetings.
• Handling general office management duties, including ordering supplies and maintaining a clean and organized workspace.
• Assist in special projects and ad-hoc tasks as assigned by the executive.

The Candidate

To fulfill the obligations of this opportunity, candidates have some previous experience in an executive assistant role, or other equivalent experience. Required qualifications are:

• Bachelor's degree or equivalent work experience.
• Fully proficient in spoken and written Indonesian.
• Exceptional organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong problem-solving and decision-making abilities.
• Proficiency in office software, including MS Office and scheduling tools.
• Discretion and the ability to handle sensitive information with the utmost confidentiality.
• Adaptability, ability to multitask, and work well under pressure.
• Strong attention to detail and a proactive attitude.
• Willingness to do periodic international travel for several days at a time.
• Valid passport with ability to travel to Indonesia.

How to Apply

• Submit a resume and brief cover letter.
• In subject line include: “Application for Executive & Personal Assistant”
• Position will remain open until filled.
• We thank all applicants for their interest, but only select candidates will be contacted for an interview, no phone calls please.

Note: Alabaster Homes offers a competitive compensation package, plus benefits, including extended health, vision and dental following successful completion of a probation period.

Job Type: Full-time

Salary: $65,000.00-$95,000.00 per year

Benefits:

• Dental care
• Extended health care
• Paid time off

Work Location: In person