Executive Assistant

About Beedie

Beedie is a growing organization that values strong talent, fresh ideas, and high performance. The company promotes a work culture built on dedication, enjoyment, and meaningful impact, and it has earned recognition as a leading employer at both provincial and national levels.

Beedie is seeking a motivated, highly capable professional who wants to contribute in a fast-moving environment and help push the business forward.

Role Overview

As an Executive Assistant, you will deliver senior-level administrative support to four executives in the Industrial Development and Construction group. The position is closely tied to leadership effectiveness and calls for someone who can manage demanding calendars, balance shifting priorities, and stay ahead of needs across several leaders.

The right candidate will bring strong organization, sharp attention to detail, excellent communication skills, and a calm, professional approach to handling changing demands. This is a strong fit for an experienced assistant who enjoys supporting senior leaders, working with pace, and helping keep business operations moving smoothly.

Core Duties

Your work will include executive support, office and event coordination, and travel administration, along with special projects and hands-on help wherever needed.

Executive Support

• Run the daily calendar for the Executive Vice President, Industrial Development and Construction, and keep meetings, appointments, deadlines, and priorities aligned.
• Act as a dependable partner by planning, monitoring, and organizing business and personal commitments, relationships, and engagement activities in advance.
• Keep track of important dates, deadlines, and milestones so action items are handled on time.
• Prepare the Executive Vice President for meetings, client discussions, vendor and partner interactions, presentations, and events by gathering background information, creating briefing materials, and arranging logistics.
• Provide high-quality administrative assistance to other executive leaders as needed.
• Handle executive expense reporting with accuracy, policy compliance, and timely submission.
• Support special assignments and ad hoc initiatives that may require discretion and coordination across teams.

Office and Event Administration

• Maintain the Industrial business unit’s event calendar and ensure scheduling stays accurate and aligned with business priorities.
• Organize holiday gift baskets and seasonal team initiatives.
• Take the lead on the annual broker event, including vendor coordination, communication, logistics, and onsite support.
• Track and manage sponsorships for the Industrial team, making sure they are visible, compliant, and aligned with business objectives.
• Run errands tied to business needs and support daily office operations through practical administrative assistance.
• Assist with miscellaneous office tasks and special projects, showing flexibility, initiative, and problem-solving ability.

Travel Administration

• Arrange, track, and update travel bookings for the Industrial executive team while staying aligned with calendars, priorities, and preferences.
• Create detailed itineraries covering flights, hotels, ground transportation, meeting locations, and backup plans.
• Keep travel details current in Outlook, including changes, confirmations, and supporting documents.
• Make sure all travel follows company policy, approvals, and budget requirements.
• Resolve travel issues proactively, including delays, cancellations, rebookings, and urgent last-minute changes.
• Support travel expense reconciliation by ensuring receipts and reports are submitted accurately and on time.
• Work with internal stakeholders so travel arrangements fit smoothly with meetings, events, and executive schedules.

Additional Information

Beedie reviews applications with human judgment, and AI tools may also be used to assist with parts of the hiring process such as resume review, response analysis, and identifying possible inconsistencies or verification signals. These tools support the recruitment team but do not replace human decision-making. If you want more information about data processing, you can contact the company directly.

Only candidates selected for next steps will be contacted. Application information may be kept on file for future opportunities.

Compensation and Benefits

The base salary for this role depends on the level of experience brought to the position. In addition to base pay, the company offers a performance-based bonus program. Compensation decisions may consider market location, education, job-related knowledge, skills, experience, and organizational needs.

Other benefits include learning and development support, group health coverage, vacation, maternity leave top-up, RRSP matching, paid volunteer time, and additional offerings.

Why This Role Stands Out

This is a strong opportunity for someone who is highly proactive, comfortable with ambiguity, and ready to take initiative in a busy environment. The role suits a person who can manage many moving parts, work independently, maintain confidentiality, and deliver executive support with professionalism and confidence.