Executive Assistant - Executive and Operations Support

Job Description:

This role provides high-level executive and operational support to the CFO, COO and financial operations team in a fast-paced, entrepreneurial environment. It is designed for a resourceful, proactive and solutions-oriented professional who anticipates needs, takes ownership, exercises sound judgment and drives matters through to resolution. The position combines executive administration with financial, insurance, fleet and business-operations coordination.

Perks & Benefits:

• Competitive pay & a Comprehensive Benefits Package.

• Benefits include company-paid extended health care, dental care, vision care, life insurance, critical illness, and critical life insurance.

• Annual Education Allowance

• Generous Referral Program

• Fun & collaborative company culture with lots of team building events

• Local discounts to restaurants, clothing stores, personal training, and more

• Free access to a fully equipped gym

• Friends and Family rates for hospitality brands.

What You Will Do

Executive & Administrative Support

• Manage complex executive calendars, appointments, meetings and competing priorities, adjusting schedules as circumstances change.
• Handle urgent, unexpected or unusual requests with a practical, solution-focused approach; research options, make inquiries, coordinate resources and identify alternatives.
• Prioritize and manage multiple projects simultaneously while ensuring commitments, details and follow-up items are completed.
• Prepare and follow up on correspondence, telephone calls and email inquiries; review documents and reports and coordinate outstanding requirements.
• Prepare meeting agendas, record minutes, organize regular executive catch-up meetings and actively track action items, approvals and correspondence through completion.
• Monitor and track PEC emails, flag urgent matters and follow up as required.

Financial, Insurance & Corporate Administration

• Track invoices relating to Onni’s Italy operations and coordinate required follow-up.
• Coordinate life insurance policy administration, including premium-payment scheduling and reminders, meeting coordination, and collection and maintenance of policy documentation.
• Manage Rossano’s U.S. residency and travel tracking, including travel reconciliation and organized digital records of supporting documentation.
• Review Certificates of Insurance (COIs) against lease insurance requirements and confirm tenant coverage meets Onni requirements.
• Issue insurance purchase orders; review and approve insurance invoices in SharePoint; monitor payments and coordinate processing and discrepancy resolution with Accounts Payable.
• Maintain organized insurance files, policy documentation, correspondence and supporting records.
• Complete Donato’s corporate credit-card reconciliation and maintain supporting documentation.
• Gather, prepare and complete forms for licences, policies and other business requirements as needed.

Fleet & ICBC Administration

• Coordinate ICBC insurance and fleet administration for Cap West, Onni, and Directors’ personal and commercial vehicles, including renewals, newly acquired vehicles, transfers and road-ready requirements.
• Gather vehicle and insurance information and coordinate with internal departments and external insurance brokers to facilitate ICBC transactions and insurance changes.
• Coordinate vehicle additions, renewals, transfers, licence-plate requirements and other fleet-related insurance matters.
• Follow up on small ICBC claims and track settlement cheques with the appropriate departments.

What You Will Bring:

• Proven experience providing executive, administrative or operations support in a fast-paced environment; experience supporting senior executives is preferred.
• Exceptionally resourceful, proactive and solutions-oriented, with demonstrated ability to work independently and take ownership from issue identification through resolution.
• Strong judgment, discretion and professionalism when handling confidential executive, financial, insurance and personal information.
• Excellent organization, prioritization and follow-through, with the ability to manage multiple changing priorities and urgent requests.
• Strong written and verbal communication skills and confidence coordinating with executives, internal departments, external brokers, vendors and other stakeholders.
• Comfort reviewing documentation, maintaining detailed records, reconciling information and following up on outstanding payments, approvals and requirements.
• Proficiency with Microsoft Office and SharePoint; ability to learn and work effectively with business, financial and insurance systems.
• Experience with insurance administration, Accounts Payable coordination, fleet/ICBC administration, corporate credit-card reconciliation or related operational support is an asset.
• High attention to detail, accountability and a “figure it out and get it done” mindset.

Salary Range:

$60,000 - $80,000 Per Year Based on Experience

About The Company:

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.