Executive & Personal Assistant

Administrative · Vancouver, British Columbia
Department Administrative
Employment Type Full-Time
Minimum Experience Mid-level

Our Culture is designed to inspire big ideas, equip you with well-rounded technical and business skills, and offers a truly collaborative team approach to deliver successful and exciting projects. BTY is an award-winning professional consultancy providing complete project solutions in real estate and infrastructure asset planning, development, operations, and transactions. Established in 1978, the privately owned firm's offices are based in the Americas, Europe, and the Middle East, with a multi-sector global portfolio of projects valued at over $100 billion. BTY's core services include Infrastructure Advisory, Project Management, Project Loan Monitoring and Cost Management, supported by proprietary data and digital technology solutions.


Our Executive team are looking for a Executive Assistant based out of our office in Vancouver to join us as soon as possible. 


Reporting to the Managing Director, the Executive & Personal Assistant requires exceptional analytical skills, excellent organizational and most importantly, the ability to prioritize and multi-task under pressure in a fast-paced environment. It is essential that the Executive & Personal Assistant possess a high degree of integrity and discretion in handling confidential information, and professionalism in dealing with the Managing Director’s day-to-day. It is expected that you are always ''one step ahead'' and can handle a full slate of projects at all times. The Executive & Personal Assistant must demonstrate good common sense and forethought, be reliable, trustworthy, and capable of handling high-stress situations in a calm manner.


Your Day to Day

 

  • Complete adhoc and complex projects as assigned that require a quick turnaround.
  • Sets the calendar and has ownership of the daily itinerary as well as any meeting deliverables, communications, or follow up.
  • Manages all details for travel, including intricate travel details including flight, VISAs (as necessary), accommodation, time zone considerations, and on the ground travel requirements. Will ensure that all details, while traveling, is handled as well as on-site assistance and presence is available, if necessary.
  • Coordinates and assists in ensuring that meeting agenda and requirements are accurate, and all details are complete according to the specific needs of the meeting. 
  • Adept in using meeting boardroom technology. This includes coordination of external guests and their travel and accommodation while on the premise. 
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Managing Director’s ability to effectively lead the company
  • Handle expense reports and reconciliation on a monthly basis.
  • Coordinate out of office occasions – both professional related and personal events and/or family needs.
  • Conflict management: Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Follows up on contacts made by the Managing Director and supports the cultivation of ongoing relationships.
  • In conjunction with the Managing Director and/or Director of Marketing and Communications, coordinate and facilitate local and international events where travel may be required.
  • Support the marketing team and senior leadership in drafting content (announcements, advertisements, PR, appointments) for sharing our progress externally including on the company website to ensure messaging supports the overall strategic direction of the firm.


What You'll Need to Succeed

 

  • Bachelor's degree preferred.
  • Proven ability to meet multiple and/or unexpected deadlines in a demanding environment.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat.
  • Possesses strong organizational skills that reflect the ability to perform, and take ownership of the position, as well as to prioritize multiple tasks seamlessly with excellent attention to detail.
  • Ability to provide stability across multiple teams.
  • Adept at building relationships both internally and externally to leverage resources when needed.
  • Sound judgement regarding confidential and sensitive matters.
  • Strong communications / project management background to manage the complexity of the role.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions.
  • Proven ability to meet multiple and/or unexpected deadlines in a demanding environment.
  • Ability to learn new software quickly.
  • Excellent writing, editing, grammatical, organizational, and research skills.
    Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
  • Excellent management, time-management, and problem-solving skills.


Why Consider our Team?

 

You want a work culture you truly enjoy, with strong team camaraderie, and a collaborative and fun atmosphere that inspires big ideas, continuous learning and endless opportunities to tackle high impact engaging projects.


We offer:

  • Competitive compensation packages, including bonuses and regular appraisals;
  • Benefits that cover you and your family;
  • Above average vacation time;
  • Professional development & continued education support;
  • Social activities and community involvement;
  • A diverse culture with the right balance of great work ethic, social time and respecting your time;
  • Endless opportunities to learn and apply emerging trends in real estate, infrastructure and energy industries; and
  • Inclusive decision-making and high emphasis on collaboration to work with multinational clients in global sectors.


We have been certified Best Place to Work for the last two years by our employees and Great Place to Work®


Ready to apply? Submit your résumé! For more information, contact us at careers@bty.com


We value people before process. From building great relationships with clients and industry partners, to supporting the goals of team members in and out of the office; at BTY, you get to bring your whole self to help us achieve a shared vision for success.


Visit our website to learn more about our services, markets and the people behind our success.


Follow us on LinkedIn, Instagram & Twitter to stay connected

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We are committed to employment equity and welcome application from everyone. We wish to thank all the applications for their interest and efforts in applying.


Please note that only those applicants selected for an interview will be contacted. On this occasion, we request no outside solicitation from recruitment agencies. Thank you for your interest and please keep a close eye on our website for all future positions.



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  • Location
    Vancouver, British Columbia
  • Department
    Administrative
  • Employment Type
    Full-Time
  • Minimum Experience
    Mid-level