Executive Assistant & Office Manager - Earlston Investments Corp.

Earlston Investments Corp. is a boutique private merchant bank based in downtown Vancouver, specializing in providing asset-backed loans to the real estate and oil and gas sectors. 

As a close-knit team of 8–9 professionals, everyone at our company contributes beyond the boundaries of a traditional job description. Success in this role requires someone who is proactive, resourceful, and comfortable wearing multiple hats. Rather than waiting for direction, you'll anticipate needs, identify opportunities to improve processes, and take initiative to solve problems before they become obstacles. You enjoy rolling up your sleeves, jumping in where needed, and helping the team achieve shared goals, even when the work falls outside your primary area of responsibility.

We are seeking a self-motivated, highly organized, and reliable professional who thrives in a dynamic environment and is eager to manage a diverse blend of executive support, office operations, and foundational loan administration.

This multi-faceted role is ideal for a well-rounded administrative expert. You will act as the central anchor of our office, providing comprehensive executive support to senior leadership, ensuring daily office operations run seamlessly, and providing critical data management and compliance tracking for our active loan portfolio.

This is a full-time permanent position, based on-site in our Vancouver office. 

Key Responsibilities

Executive Assistant (EA) Support

• Calendar & Schedule Management: Manage and optimize complex calendars for senior executives; coordinate and schedule internal/external meetings, virtual calls, lunches, and annual employee reviews.
• Travel Coordination: Handle domestic, international, and personal travel logistics (flights, hotels, car rentals, and Air Canada corporate flight passes). Maintain a curated, approved list of global corporate hospitality vendors.
• Expense & Document Management: Process monthly expense reports (parking, travel, general) for designated team members. Format corporate presentations and documents in MS Word, Excel, and PowerPoint.
• Executive Security & Compliance: Maintain password managers to ensure robust cybersecurity; track executive passport and NEXUS card renewals.
• Onboarding & Team Events: Coordinate group events and site-visit logistics. Facilitate onboarding for new hires (passcards, PC profiles, handbook distribution) and track staff vacation days.

Office Management & Operations

• Front-of-House & Communication: Greet corporate guests, screen and direct operator calls, and actively monitor general inbox communications (info@ and notices@).
• Daily Facilities Maintenance: Maintain the general upkeep and tidiness of the kitchen, boardrooms, and communal areas. Oversee office inventory, ordering kitchen and office supplies via Instacart and other vendors.
• Vendor & Building Liaison: Service office equipment (coffee machines, printers, air purifiers) and coordinate local trades for office repairs. Maintain strong operational relationships with the Property Manager, building security, and IT support.
• Office Security & Safety: Act as the office Floor Warden. Manage and audit spare security passcards, monitor server room climate controls, and manage corporate tenant insurance and parking accounts.
• Logistics: Coordinate daily incoming/outgoing mail, local bike couriers, and international shipments. Manage petty cash tracking.

Loan Portfolio Administration

• Pipeline Data Management: Create and organize numbered loan folder shells for potential deals; retrieve due diligence from shared databases and transition folders based on deal status (funded/dead).
• Post-Funding Compliance: Review loan agreements to map out and input reminder triggers for maintenance requirements. Monitor and track down post-closing books and critical documents (proof of insurance, property tax payments, appraisals) from borrowers, brokers, and legal teams.
• Dashboard Upkeep: Proactively maintain and update real-time corporate dashboards (Property Tax Status, Insurance, Data Room, Loan Numbers, and Service Providers).
• Reporting & Communication: Download and distribute monthly regional real estate market reports (Greater Vancouver, Fraser Valley, Edmonton, Toronto). Circulate internal loan documents to authorized signatories and track external distributions to board members and syndicate partners.
• Compliance Filings: Assist with corporate audit-related matters and perform SEDAR/SEDI regulatory filings as required.

• Experience: 2+ years of experience in a fast-paced Executive Assistant, Office Manager, or Commercial Loan Administration capacity. Experience within real estate lending, finance, or legal sectors is considered a significant asset.
• Technical Proficiency: Advanced skills in the Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams). Comfort working with cloud-based database systems and password management software. Familiarity with SEDAR/SEDI tools is a plus.
• Execution & Adaptability: A proven self-starter who self-initiates, excels at multitasking under tight timelines, and comfortably bridges communication gaps across funding, corporate, and accounting teams.
• Soft Skills: Outstanding written and verbal communication skills, meticulous attention to detail, professional discretion, and a collaborative, team-first attitude.
• Education: Relevant post-secondary education preferred.

• Competitive Salary: $70,000-$90,000; based on experience
• Comprehensive benefits package
• 3 weeks vacation 
• A collaborative role within a successful, highly reputable merchant bank.
• A supportive, close-knit team culture where your contributions directly impact daily business outcomes.
• Flexible work environment.