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.
