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Executive Assistant, SHAPE Capital

SHAPE Capital

Vancouver, BC

Full Time

ABOUT SHAPE CAPITAL

SHAPE Capital is a private commercial real estate lender, with a focus on providing first and second mortgage financing to real estate developers and investors in British Columbia, Alberta, and the western United States. As an affiliate of SHAPE, SHAPE Capital leverages the industry-leading expertise of the fully integrated SHAPE platform to provide future-focused real estate lending solutions customized for each specific property, project, and borrower. We are relationship driven and fully invested in our clients’ success, managing every project as our own, raising the bar higher, every time.

Our people are our most valued asset. We mind the details, take a proactive approach, and constantly seek opportunities to provide an unmatched level of service. SHAPE is where sharp minds and fierce ambition meets thoughtfulness, loyalty, and respect.

ABOUT SHAPE

SHAPE is the real estate investment, development and management company leading some of the largest and most exciting projects in North America including The Amazing Brentwood, The City of Lougheed and RC at CF Richmond Centre.

Through our fully integrated platform, SHAPE specializes in complete neighbourhoods with a top-calibre mix of shops, restaurants, residences, entertainment and a complete range of daily services on rapid transit. By executing on every stage of the real estate process, from land acquisition to property management, we are able to collaborate more efficiently, work seamlessly and perform at the highest level. Every SHAPE property reflects lasting vision, bold creativity and obsessive attention to detail.

Our projects are complex, our vision is simple: deliver social and financial value for generations. With a proven ability to raise the bar across our diverse portfolio of assets, we build on where we’ve been to push the edge of better: for industry standards, quality of life and return on investment.

ABOUT THE ROLE

As a valued member of SHAPE Capital & its Corporate Development team, the Executive Assistant will play a crucial role in supporting our Executives to enhance their effectiveness in leading and growing the business. They will be responsible for providing unparalleled executive support, maximizing productivity and efficiency, and facilitating seamless and efficient leadership by providing personal assistance as well as attending to the demands of corporate and business development for SHAPE Capital.

 Our goal is to work alongside someone who is eager to go beyond the typical Executive Assistant role and who has the curiosity and ambition to learn and grow alongside the business.

Primary Job Responsibilities

Calendar management

  • Scheduling: Create and maintain daily, weekly, and monthly schedule templates tailored to the Executive’s priorities and preferences
  • Time Management: Safeguard the Executive’s calendar to optimize their time
  • Routine: Manage the Executive’s weekly schedule and recurring appointments
  • Meeting Request Vetting: Assess meeting requests to ensure they align with the Executive’s priorities
  • Meeting Preparation: Ensure all necessary documentation is prepared ahead of meetings and attend meetings where required to manage presentations decks
  • Meeting Coordination: Arrange suitable meeting times and coordinate attendees
  • Meeting Follow-up: Ensure meeting objectives are achieved, minutes are documented and any follow up meetings are scheduled

Office of the Executive

  • Office Organization: Maintain the Executive’s office in a tidy and organized manner
  • Information Management: Ensure confidentiality and organization of both physical and electronic documents. Ensure ease of access to all company information
  • Accounting and Finance: Manage expense reports and corporate credit card statements
  • Document Preparation & Execution: Assemble documents and ensure documents for signature are signed in a timely manner
  • Presentations: Collaborate and assist in assembling presentations for internal and external purposes
  • Personal Brand: Uphold the professional image of the Executive’s office both internally and externally
  • Communication Support: Facilitate communication with internal and external contacts

Technology Support

  • Connectivity: Assist with remote meeting setups and collaborations
  • Troubleshooting: Resolve any technology-related issues promptly
  • Updates: Ensure all devices are up-to-date and functional
  • Hardware: Troubleshoot hardware issues
  • Meeting Applications: Set up digital meetings using platforms such as Zoom and Microsoft Teams

Travel

  • Planning: Research and present travel options and associated costs
  • Itinerary: Prepare and update travel itineraries
  • Reservations: Make advance reservations for travel arrangements
  • Travel Preparation: Assist with check-ins and boarding passes

Personal Assistance

  • Projects: Provide support for personal projects as needed
  • Household Management: Assist with managing family schedules and activities
  • Special Events: Aid in planning and preparation for personal social events
  • Taxes: Provide support with tax filings when required

Department Support

  • Projects: Support departmental projects as needed (presentations, reports, events, etc.)
  • Cross-Functional Coordination: Assist with cross-functional department and SHAPE Leadership Team meetings and events
  • Connection: Stay connected with all departments and business lines to ensure your Executive has all the information they need to be set up for success
  • Expenses: Reconcile department expenses and facilitate payment of invoices

Qualifications

Core Competencies

  • Embraces SHAPE’s Leadership Principles: Demonstrates consistent understanding, application, and advocacy of SHAPE’s business and people leadership principles.
  • Efficient Departmental Management: Seamlessly directs day-to-day departmental operations in alignment with corporate objectives, fostering progressive career development and an exceptional employee experience (People Management, Business Management, Portfolio Management).
  • Expertise in Job Function: Possesses requisite knowledge, skills, and/or educational experience essential for excelling in the specific job function.
  • Strong Business Acumen: Exhibits keen business acumen and adeptness in making prudent business decisions, leveraging a deep understanding of factors driving business outcomes.
  • Industry Insights and Networking: Holds comprehensive knowledge of SHAPE’s competitive landscape, industry best practices, and trends within the function’s industry. Maintains an extensive industry network to leverage insights in developing tailored business solutions within a real estate and corporate development context.
  • Innovative Brand Propulsion: Applies individual style, taste, and creative talent to comprehend and embrace design, trends, and aesthetic fundamentals innovatively, thereby advancing SHAPE’s and the executive team’s brand.

Required Training and Experience

  • 3+ years previous experience in an administrative role
  • Experience in the real estate industry an asset
  • Completion of post-secondary education in a related discipline an asset
  • Strong competency with Microsoft Suite (Word, Excel, Outlook, PowerPoint) and Adobe

Salary Range: $75,000-90,000/year

Apply – Executive Assistant, SHAPE Capital

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