Administrative Executive Assistant

Job Type: Full-time

Innocept is looking for an energetic and driven Executive Assistant who can adequately support our entrepreneurial company’s highly productive executive team operating from both our Calgary and Kelowna offices.

 

If you enjoy a fast-paced dynamic environment; are proactive; and are a natural problem solver, then we want to see your resume.

 

To be successful in this role you are well-organized, have impeccable time management skills, and are a self-motivated individual who can perform autonomously. You have strong computer skills such as proficiency with email management systems, word processing & spreadsheets, internet research, database input and administration, general office administration and are comfortable operating in a paperless work environment. We need someone to join Innocept and hit the ground running.

 

Ultimately, you will contribute to the efficiency of Innocept's high performance environment by providing personalized and timely support to our operations. 

 

 

Company: 

Innocept Development and Real Estate Outsourcing is a full-service boutique real estate and development firm, specializing in Project Development, Tenant Representation, Project Management, Program Management, and Real Estate Consulting. 

 

Innocept’s dynamic and innovative team is passionate about the value that we create for our clients and investors. Throughout Innocept’s 28 successful years of service we have worked with companies such as Canadian Tire, Mark’s, Sport Chek, Gold’s Gym, The Calgary Winter Club, Le Germain and WestJet. 

 

The last 6 years has provided us the opportunity to lead our own real estate development projects. While we have executed national mandates, Innocept operates primarily in Western Canada, with offices in Calgary and Kelowna. 

 

We have a core team of 7 to 10 employees and an extended team of dedicated consultants that we work with on a regular basis.

 

Our industry reputation is that we are known for getting things done, and achieving the targeted results in a timely and cost effective manner. If you feel you can align with this reputation, then you may be an excellent fit.

 

Our development projects and client mandates are unique and interesting. We derive our motivation from our past successes and our new challenges. We are passionate about real estate and getting deals done and, most importantly, we love what we do. You should too.

 

 

To learn more about us please visit our websites: 

www.innocept.ca  

www.stpaulkelowna.com 

www.stockwellkelowna.com

 

Culture: 

Our culture is highly valued and protected. Every team member is unique in their strengths and we all work together to achieve shared success. We enjoy working with each other and doing what we are good at. We continuously get energized from our work, start every day feeling ready and motivated to perform and have fun. We believe life is short and that family is important. Living a healthy, balanced life makes everyone happier and better at what they do. We all want to work somewhere awesome, get excited and feel really good about what each of us can accomplish, individually and as a team.

 

We work hard, we do our homework, we challenge the status quo and we believe we can accomplish anything that we put our hearts and minds to. We are busy, we deliver on our commitments, we are open, honest and transparent with our partners, our clients and ourselves. In other words, we always act with integrity. 

 

The path and road in front of us may not be the easiest at times but our team works together to handle the curves, bumps and sometimes major hills that we all face and climb together. 

 

We take on challenging mandates and projects but with the view that we can successfully reach the intended goals with the right team, the right tools and resources, proper planning and execution. We are human, so we know our life and our work cannot always be perfect, but it is how we handle our conflicts, challenges and mistakes that make the difference for ourselves and those who work with the Innocept team. We do not aim to eliminate all stress as we believe eustress (Eu- a Greek prefix for Healthy) is healthful and a stimulus for growth. We believe we need constructive criticism, adversity and difficult experiences to move us toward our greater potential and to make us increasingly better at what we do. 

 

Above all, we appreciate our clients, our partners and the opportunities that we have to allow us to come to work each day and work towards our goals with passion and excitement. 

 

Job Description: 
  • Executing day-to-day administrative duties in a very busy and dynamic environment.

  • Implementing effective and efficient administrative and organization skills.

  • Setting priorities & achieving deadlines for yourself and our Calgary and Kelowna based teams.

  • Working as an extension of the senior management team & providing them high quality support.

  • Assisting our team and expanding your knowledge in real estate development, mixed-use commercial real estate, property and project management.

  • We are seeking a full time Executive Assistant to join our Calgary office. This position may require periodic travel to our Kelowna office. In this role, you will be responsible for supporting, leading, and being the “traffic-controller” for our team of 7 to 10 ambitious and progressive individuals.

 

Responsibilities: 

 

Administration

  • Coordination, organization and operation of a small business office; administrative assistance for team, calendar management, staff event planning and organization.

  • Oversee process for maintaining company contacts and Innocept’s ITAC task and project management system.

  • Execute electronic filing of all information, materials, documents and correspondence as per our processes.

  • Track and update insurance policies.

  • Track internal IT issues to assist with managing 3rd party IT service provider.

  • Responsible for purchasing office equipment and maintaining inventory list and assignment of equipment to team members, office equipment and office systems maintenance and repair and replacement including other 3rd party service providers.

  • Communicating, building, managing, and strengthening relationships with our clients, investors, tenants, consultants, suppliers, and trade contractors

  • Bank account management: includes point of contact and communication with bank’s representatives and account managers, completing required forms, cashflow management and regular reporting.

  • Supporting and managing 3rd-party consultant corporate branding, desktop publishing and digital templates creation and updating.

  • Supporting and managing 3rd-party consultant creation of proposal and property packages.

 

Travel Administration

  • Book flights, hotels, and car rentals for team.

  • Manage business travel memberships and accounts.

 

Property Administration

  • Coordination and communication with offsite property manager(s).

  • Point of contact for 10 to 12 tenants.

  • Point of contact for leasing and rental prospects to provide information and conduct property tours.

  • Scheduled on-site inspections for various properties and reporting to property manager and senior staff.

 

Required Skills & Qualifications 

  • Minimum of 2 years executive assistance experience.

  • Industrious, organized, driven, efficient, detail-oriented with exceptional prioritization skills.

  • Excellent written and oral communication skills.

  • A high degree of competence in Microsoft Office, One-drive, Outlook, Word and Excel.

  • A high degree of competence in Apple Software, Numbers and Pages.

  • Tech savvy: strong computer skills, capable of managing devices.

  • Communicate effectively with others, including giving and receiving feedback.

  • Ability to set up and lead, manage and complete small office projects.

  • Capacity to assume responsibility.

  • Ability to work independently with minimal supervision.

  • Ability to consistently meet established deadlines and occasionally tight deadlines.

  • Ability to delegate, communicate, and collaborate effectively.

 

Performance Measures

  • Consistently plan and prioritize each day and each week for self and assist team members as required to establish this work habit. 

  • Ability to manage simultaneous demands and effectively prioritize each as it relates to importance, outcome, and associated necessary action item.

  • Identify systems and procedures necessary to increase efficiency and output for role and team.

  • Effectively manage and mitigate operational stressors to increase productivity for role and team.

  • Ensure follow up and implementation of accountability with each team member.

  • “Traffic Controller” for key team members as it relations to operational logistics.

  • Understand and manage unique working style of leadership team members.

  • Identify systems, procedures and communication that increases efficiency and output.

  • Clear, concise, and concrete communication.

  • Anticipation of team requirements.

  • Reduction of overall strain and pressure within work environment.

 

Experience

Executive assistance: 1 - 7 years (Preferred)

 

If you think you have the requisite skills to become an integral part of

the Innocept team, please don’t hesitate to apply. We’re excited to connect with candidates who are eager to learn more about the position.