Executive Assistant

About the role

Onni For over half a century, Onni has been building communities for people to live, work, and play. Our success reflects our commitment to our employees and partners, and our dedication to quality construction, innovation, sustainability, and customer satisfaction. Our expertise expands across North America, with offices in Vancouver, Toronto, Los Angeles, Seattle, Phoenix, and Chicago. AI Use: This role may involve the use of artificial intelligence (AI) tools to support research, analysis, content development, design, reporting, or operational efficiency. Employees are expected to use AI responsibly and in compliance with company policies, data privacy requirements, confidentiality obligations, and applicable laws. All AI-generated or AI-assisted outputs must be reviewed for accuracy, quality, and appropriateness before use. Employees are also expected to disclose when AI tools have been used in the creation of work and must not present AI-generated content as solely their own original work. How To Apply: Please apply through the link on the job posting and attach your resume and any other required documents. We thank all applicants for your interest in the Onni Group. Note that only those applicants under consideration will be contacted.

Responsibilities

• Prepare and follow-up with various correspondence
• Follow up on telephone & email inquiries and respond as appropriate
• Scheduling and coordinating calendar appointments
• Prioritize & manage multiple projects simultaneously, and follow through to completion
• Assist with reviewing documents & reports and follow up with outside parties as required
• Prepare meeting agendas and prepare minutes from meetings
• Assure discreet handling of all company business
• Source options & provide comparisons for family and corporate travel arrangements
• Book and arrange global travel, transport, and accommodation for family trips keeping in mind all family special requests and requirements are met
• Monitor travel dates and ensure days abroad align with current visa requirements
• Plan events including dinner parties, special events from casual gatherings to large formal affairs
• Oversee and manage personal and vacation homes in Canada and abroad - hiring maintenance and implementing quarterly schedules for routine preventative maintenance checks, coordination of housekeepers schedules, meeting trade on site as required, track and manage utilities invoices etc.
• Coordinate vehicle repairs and maintenance in both Canada and abroad
• Assist with coordinating repositioning of personal vehicles as required between airport and residences
• Other miscellaneous tasks assigned by executives
• Signing and Tracking of contracts and change orders for the VP and Executive VP of Operations
• Update contract tracker and save executed copies and send to Accounting
• Arrange a weekly catch up meeting with VP and Executive VP of Operations with signing of any documents/review pressing emails, etc.
• Organize receipts and reconcile credit cards
• Calendar and meeting management
• What You Bring:
• Minimum 3 years' experience supporting at a senior management/executive level
• Strong knowledge of AI, MS Office, including Word, Excel, PowerPoint, Outlook & SharePoint
• Upbeat, positive, outgoing, personable, and able to relate well with diverse groups
• Demonstrated commitment to completion of projects on a timely basis
• Excellent verbal, written and keyboard skills and organizational skills
• Expert-level written and verbal communication
• Experience in either Real Estate, Finance, Construction, Property Management Leasing, or Marketing environment is a major asset
• Adaptable personality that can adjust to last minute changes in plans
• Ability to travel
• Valid driver's license & ability to use personal vehicle as required
• Salary Range:
• $75,000 - $115,000

Benefits

Additional Information

Job Description: We're looking for an expereinced Executive Assistant to support our President, CFO and COO. The ideal candidate is someone who thrives in a fast-paced environment and brings both structure and attention to every task. This hybrid role blends high-level administrative support with personal assistant duties, managing everything from executive calendars to family travel, household logistics, and confidential projects.

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