Executive/Personal Assistant

Executive / Personal Assistant

Company: VIS Mechanical and VIS Group of companies
Reports to: Owner
Location: Vancouver, BC (Available to travel to Victoria up to 8 days a month)

Position Summary

We are seeking a highly organized, resourceful, and proactive Executive / Personal Assistant to support the Owner in both business and day-to-day priorities.

This role is ideal for someone who thrives in a fast-moving environment, communicates with confidence, anticipates needs before they arise, and can manage multiple workstreams without dropping details.

You will become a trusted partner, helping create structure, improving efficiency, and ensuring the Owner’s time is focused on the highest-value activities.

Key Responsibilities

Executive Support

• Manage complex calendars, scheduling, and priority alignment
• Coordinate internal and external meetings, agendas, and follow-ups
• Screen calls, emails, and requests; draft responses as needed
• Track tasks, commitments, and deadlines across multiple projects
• Assist with investor, client, and partner communications

Operational & Business Coordination

• Liaise with leadership, project managers, and field teams
• Help move initiatives forward by following up on action items
• Maintain organized digital and physical filing systems
• Support special projects, research, and data gathering
• Assist with event coordination, travel planning, and logistics
• Coordinating personal and company advertising deals
• Maintain office supplies and food orders
• assisting in website changes as needed
• booking corporate and personal travels
• Other tasks as needed

Personal Assistance

• Support scheduling and personal appointments
• Coordinate travel, reservations, and itineraries
• Handle confidential matters with professionalism and discretion
• Personal branding and social media Filming/Editing
• Personal and company event planning
• Enlisting in community events, charity functions, and business development opportunity's
• Running day to day errands, car servicing's, detailing appointments and more
• Booking contractors and home needs
• Track medical, dental, and fitness appointments
• Handling birthday reminders and gift shopping
• Manage travel preferences and loyalty programs

What Success Looks Like

• The Owner’s schedule runs smoothly and conflicts are minimized
• Priorities are clear and deadlines are met
• Communication flows efficiently between teams
• Issues are anticipated and solved before becoming urgent

Qualifications & Experience

• Experience supporting a senior executive, owner, or leadership team
• Exceptional organizational and time-management skills
• Strong written and verbal communication abilities
• High level of discretion and professionalism
• Comfortable working in a dynamic, entrepreneurial environment
• Proficient with Microsoft Office / Google Workspace
• Experience in construction or trades environments is an asset

Core Competencies

• Detail oriented
• Adaptable and calm under pressure
• Self-starter with strong initiative
• Solutions focused
• Able to manage competing priorities

Job Types: Full-time, Permanent

Pay: $50,000.00-$60,000.00 per year

Benefits:

• Dental care
• Extended health care

Work Location: In person