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DU
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KC
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K2 Capital

Administrative Assistant

Vancouver, BC, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Apr 28, 2027
Posting language: English
Posted: Oct 30, 2026

Original job description

Executive Assistant & Office Administrator

K2 Capital | Vancouver, BC

Full-time | In person

Reports to: Managing Director

Schedule: Monday–Friday, [9am-5pm], with local errands and site visits as required

Preferred start: November 2, 2026, or earlier

About the Opportunity

K2 Capital is seeking a proactive, highly organized Executive Assistant & Office Administrator to work directly with our Managing Director and keep day-to-day operations running smoothly.

This position combines executive assistance, office administration, and tenant and vendor coordination. You will have meaningful responsibility, direct exposure to a capital markets business, and the opportunity to improve the systems and processes that keep priorities moving.

You will suit this role if you enjoy bringing structure to a busy working day, anticipating what needs attention, and seeing tasks through to completion. You should be comfortable working independently, communicating professionally, and knowing when to resolve an issue yourself or bring it forward for a decision.

Key Responsibilities

The following allocations are approximate and may shift with day-to-day priorities.

Executive Assistance to the Managing Director - 40%

Actively manage the Managing Director’s calendar, coordinating meetings, preparation time, travel, and competing priorities.
Monitor and organize the inbox as authorized, flag urgent matters, draft responses, and ensure correspondence is addressed by the appropriate person.
Coordinate the circulation of documents for review, approval, and signature, following up with team members and advisers through completion.
Maintain a current, prioritized task list, tracking deadlines, commitments, outstanding decisions, and next steps.
Anticipate scheduling conflicts and approaching deadlines, and bring forward practical solutions.
Prepare meeting materials, capture action items, and follow up with those responsible.
Coordinate travel arrangements, appointments, and expense reporting.

Office Administration - 20%

Oversee daily office operations, including supplies, meeting spaces, reception, correspondence, mail, and couriers.
Coordinate bank runs, document deliveries, and other administrative errands.
Liaise with transfer agents, banks, accountants, legal counsel, and other service providers.
Maintain accurate, accessible digital and physical records, including corporate documents, invoices, and receipts.
Coordinate meeting logistics and identify practical improvements to administrative processes.

Property & Tenant Coordination - 40%

Respond to tenant requests and coordinate with vendors and service providers to resolve issues promptly.
Prepare property listings, respond to inquiries, and arrange and conduct showings.
Coordinate rental applications, prepare lease documents using approved templates for review and execution, and organize move-in and move-out arrangements.
Track rent receipts, complete monthly deposits and reconciliations, and flag discrepancies or outstanding balances.
Arrange repairs and annual maintenance, obtain quotes, coordinate approvals, and meet service providers on site as needed.
Maintain organized records of leases, tenant correspondence, invoices, maintenance history, and key dates.

What We’re Looking For

Ideally three or more years of experience in executive assistance, office administration, or a comparable coordination role. Candidates with strong, relevant experience will also be considered.
Experience independently managing calendars, correspondence, deadlines, and follow-ups.
Excellent organizational skills and attention to detail, with the ability to adapt when priorities change.
Strong written and verbal communication skills and a professional approach to clients, colleagues, tenants, and service providers.
Initiative and dependable follow-through: you anticipate next steps, keep others informed, and complete tasks without repeated reminders.
Confidence working with invoices, payment records, and basic reconciliations.
Proficiency in Microsoft Outlook, Word, and Excel, along with digital filing and document-signature tools.
Discretion and sound judgment when handling confidential business, financial, and personal information.
Ability to work full-time in person in Vancouver and travel locally for errands, appointments, and site visits.

Prior real estate or capital markets experience is helpful but not required. We place greater emphasis on judgment, organization, reliability, and the ability to learn.

What Success Looks Like

The Managing Director’s calendar and priorities are actively managed, correspondence receives timely attention, and documents progress through review and signature without avoidable delays. Office and property matters are organized, records are accurate, and outstanding issues are followed through to resolution.

Start Date & Transition

We are interviewing immediately, with a preferred start date of November 2, 2026, or earlier. A structured handover with our outgoing administrator will be available during the first week of November.

Candidates with a later start date are welcome to apply and should clearly indicate their availability.

How to Apply

Please apply through LinkedIn with your résumé and complete the screening questions. A formal cover letter is not required.

Applications will be reviewed as received. Shortlisted candidates will be invited to a brief initial conversation, followed by an interview that may include a short, job-related prioritization exercise.

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More about this job

Responsibilities

Manage the Managing Director’s calendar, correspondence, documents, meetings, travel, and follow-ups while overseeing daily office operations and administrative records. Coordinate tenant requests, property listings and leases, rent tracking, maintenance, vendors, and related records.

Requirements

The role ideally requires at least three years of experience in executive assistance, office administration, or a comparable coordination position, along with strong organization, communication, judgment, discretion, and follow-through. Candidates should be proficient with Microsoft Outlook, Word, Excel, digital filing, and document-signature tools, and able to work full-time in person in Vancouver and travel locally as needed.

Skills

Executive Assistance
Calendar Management
Inbox and Correspondence Management
Task and Deadline Tracking
Meeting Coordination
Travel Coordination
Office Administration
Property and Tenant Coordination
Vendor Coordination
Recordkeeping
Invoice and Payment Tracking
Basic Reconciliations
Written and Verbal Communication
Microsoft Outlook
Microsoft Word
Microsoft Excel

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistance
Office Administration
Capital Markets
Calendar Management
Inbox Management
Correspondence
Document Review and Signature
Deadline Tracking
Meeting Coordination
Travel Arrangements
Expense Reporting
Office Operations
Digital Filing
Corporate Documents
Property Management
Tenant Coordination
Property Listings
Rental Applications
Lease Documents
Rent Receipts
Deposits and Reconciliations
Vendor Coordination
Maintenance Scheduling
Invoices
Microsoft Outlook
Microsoft Word
Microsoft Excel
Document-Signature Tools

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