Job Description

The Senior Administrative Assistant provides administrative support to Marcon's Vice Presidents and functional leaders, with a focus on coordinating schedules, meetings, and documentation. The role also contributes to office operations, cross-departmental coordination, and company events. In addition to occasionally providing reception coverage, this role carries senior administrative responsibilities and plays an important part in supporting senior leaders.

About Us

Many people will spend their lives in a Marcon home, so we have to build it right, every time. Founded in 1985, Marcon is an established real estate company specializing in acquiring, developing, building and managing properties across Metro Vancouver. A focus on quality and craft is what the business was built on, giving us a trusted name in the construction community. These principles have remained a focus as we've expanded into the real estate development and operations space, managing our own projects from conception through to execution, completion, and more recently ongoing management.

We have a commitment to providing elevated experiences at every touch point between our people, our buildings, and our communities. None of this is possible without a hardworking team, working together, to make it all happen. That's why we're looking for people who are eager to join an intelligent and motivated team to create something bigger than themselves and build communities that will impact a neighbourhood in infinite ways.

About the role:

Support for VPs & Functional Leaders

+ Manage calendars and schedules for VPs / functional leaders, anticipating conflicts and aligning priorities.
+ Coordinate divisional and departmental meetings, including scheduling, preparing materials, and ensuring smooth logistics for both in-person and virtual setups.
+ Track meeting outcomes and action items, ensuring timely follow-up and clear communication across teams.
+ Draft, edit, and prepare correspondence, reports, and presentations with accuracy and professionalism.
+ Assist functional leaders in coordinating initiatives by organizing communications, monitoring progress, and preparing updates.
+ Serve as a point of contact for internal and external meetings, creating a professional and welcoming environment for all stakeholders.
+ Handle sensitive information with professionalism, confidentiality and discretion

Administrative Coordination

+ Edit, format, and finalize electronic documents, reports, and presentations for functional leaders.
+ Maintain and update digital filing systems, contact lists, and distribution groups.
+ Create, track, and manage shared spreadsheets, dashboards, and logs to support department operations.
+ Coordinate electronic approvals, signatures, and document workflows.
+ Support cross-departmental projects by compiling information, preparing summaries, and distributing materials electronically.
+ Provide advanced administrative support to departments as needed.
+ Identify opportunities to steam line workflows or administrative processes

Office & Event Support

+ Coordinate office operations including maintenance, supply management, and vendor coordination.
+ Assist in the planning and execution of company-wide and departmental events, such as leadership forums, workshops, and team-building activities.
+ Contribute to maintaining a collaborative and professional office environment by supporting culture-building activities.

Reception Coverage (as needed)

+ Provide backup coverage for reception, including greeting visitors, answering calls, and coordinating mail/couriers.
+ Ensure a professional and consistent front-of-house experience during coverage.

About you:

+ Minimum 5 years' administrative experience, with at least 2 years in a senior, coordinator, or leadership-support role. + Proven ability to coordinate schedules, meetings, and projects for senior leaders and their teams.
+ Strong proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); familiarity with digital tools such as Procore, BIM, or SharePoint an asset.
+ Excellent written and verbal communication skills with strong attention to detail.
+ Highly organized and able to manage multiple competing priorities with accuracy.
+ Professional, discreet, and proactive, with sound judgment and the ability to handle sensitive information.
+ Collaborative and adaptable, with a positive, solutions-focused approach.

What we offer

Marcon is committed to building an inclusive, inspired, high-performance team culture, where our Core Values of Safety, Integrity, Teamwork, Passion, and Excellence guide how we show up every day. If you are at the top of your game or want to find an environment to push you to it and if you want to find like-minded teams that strive for innovation and continuous improvement, we want to hear from you! Our competitive compensation package has been designed to reward our employees' skills, competencies and performance that align with our culture. The compensation range for this role is $65,000 to $80,000 annually, depending on the candidate's experience and qualifications. Coupled with this base salary, we offer pay-for-performance bonus programs, excellent family health benefits, RSP matching, employee recognition programs and plenty of opportunities to socialize, have fun and build genuine relationships.