Executive Assistant and Office Manager

Waterfront Station
Permanent Position (Flexible working arrangement/Reduced Hours will be considered)
Competitive Salary and Performance-Based Bonuses
Comprehensive benefit package available
Closing date: 4:00 pm PST Wednesday June 7, 2017

Be a part of Yukon’s most dynamic company, working with an energetic, progressive organization!

Are you looking for a challenging and rewarding experience where you can expand your professional administrative and exceptional customer service skills? If so, then look no further as an exciting opportunity awaits you at Northern Vision Development!

Reporting to the President, Real Estate, this position is responsible for the day-to-day management of the Northern Vision Development (NVD) corporate office as well as providing support to the Real Estate team. This position serves as the receptionist at the NVD corporate office and is pivotal in providing professional customer service to a diverse range of clients, tenants, suppliers, and organizations.

We're looking for a bright, energetic, customer-focused individual who is a team player and enjoys a fast-paced work environment. This person must possess superb customer service skills and is able to learn/apply new and ever-changing technology. The ideal candidate must enjoy a fast-paced environment and have a positive attitude, as well as be a self-starter and a servant leader with a passion to help others. This person should be well versed in Microsoft Word, Excel, and Outlook, with the ability to pick up new computer programs easily.

Principal Duties and Responsibilities

Administrative & General Support

This position provides administrative support to the NVD corporate office team including, but not limited to:

  • Providing reception services at the NVD corporate office including seeing clients in, answering the telephone, and responding to emails;
  • Creating letters, documents, and reports;
  • Assisting senior management and all other staff with administrative tasks as required;
  • Developing financial reporting and other spreadsheets;
  • Taking minutes at meetings;
  • Filing of all manner of office documents; including managing, developing and implementing filing standards as needed;
  • Organizing meetings, office events, and tracking board room bookings;
  • Ensuring that NVD logo and brand is used appropriately on all materials;
  • Dropping off bank deposits;
  • Mailing out cheques and other correspondence;
  • Keeping and reconciling petty cash;
  • Picking up mail daily, opening, and distributing;
  • Office housekeeping including general cleanup of kitchen, ensuring kitchen supplies are available, tidiness, and management/communications with the janitorial service; and
  • Other duties as assigned.


Real Estate & Property Management Support

This position supports, delivers, and performs a diverse range of services to the Real Estate and Property Management team including, but not limited to:

  • Drafting residential and commercial real estate leases and other related documents;
  • Maintaining and posting entries to a Master Rent Roll and several other real estate related reports;
  • Working in collaboration with Finance to monitor and collect rent payments and accounts receivable;
  • Monitoring vacant real estate in Whitehorse and prepares monthly reporting;
  • Passing along tenant’s requests, issues or complaints to the appropriate team member;
  • Working with Property Management to coordinate meetings, send out notices and other communication, preparing meeting packages and taking minutes for Condominium Corporation and other meetings;
  • Working with Property Management to maintain work order system;
  • Providing notice to tenants of fire alarm testing, inspections, maintenance, and other notices as required;
  • Maintaining and managing all keys and fobs including sign-out/sign-in, reprogramming, cutting, and organization of storage and security; and
  • Other duties as assigned.


Office Equipment & Supplies

This position manages the day-to-day operation of the NVD corporate office including, but not limited to:

  • Ensuring office and kitchen supplies are always on hand;
  • Obtaining the best value when making purchasing decisions;
  • Maintaining an understanding of how office equipment works, trouble shooting and contacting service/support to ensure minimal down time;
  • Keeping supply and other storage areas tidy and organized, and
  • Other duties as assigned.


Corporate Support & Administration

This position provides support to the corporate activities of NVD including, but not limited to:

  • Taking minutes at a range of meetings and sending to appropriate individuals for review and approval;
  • Distributing Unitholder information and maintaining a database a contact database of Unitholders;
  • Gathering and compiling information for meetings and ensuring the information is sent out in a timely manner;
  • Maintaining a calendar, scheduling of meetings, and managing board and meeting room availability and bookings;
  • Managing and booking travel for NVD senior management team and Board members; and
  • Other duties as assigned.



  • Previous administration experience and/or coursework in Business Administration.
  • Previous experience taking minutes and understanding of Corporate Governance is an asset.
  • Strong team player and ability to work independently without extensive supervision.
  • Demonstrated competency and experience working in, developing and interpreting financial information in Microsoft Excel – this will be tested in the interview process.
  • Strong experience working with Microsoft Word, Outlook, other applications such as Power Point would be an asset.
  • Ability to prioritize workload, adjust to shifting priorities and take initiative.
  • Strong work ethic, respectful and trustworthy.
  • Strong organizational skills.
  • Excellent written, oral and listening skills.
  • Attention to detail and a high level of accuracy


Please submit your cover letter and resume to: