Executive Assistant

Who is Forum Make Space?

Forum Make Space (FMS) is a proudly Canadian-owned and operated real estate investment and operating platform focused on self-storage and specialty storage solutions across Canada. Operating nationally as Make Space Storage, we have a growing footprint of more than 65 locations from British Columbia to Quebec and continue to expand through disciplined acquisitions, development projects, and operational excellence.

Our platform combines institutional investment discipline with hands-on operating expertise. Through structured capital vehicles and a vertically integrated team, we acquire, enhance, and manage storage assets with a long-term value creation strategy.

As we continue to scale, our finance and investment team plays a critical role in supporting capital deployment, investor reporting, governance, and financial oversight. We are building a high-performing team that values accountability, collaboration, and continuous improvement — and we believe success follows when we work hard, think strategically, and enjoy the process along the way.

About the Role

We are seeking an Executive Assistant to support our EVP of Finance and executive leadership team. This is a high-impact role that sits at the intersection of executive operations, Board coordination, and finance support.

You will play a critical role in ensuring executive workflows, Board materials, and financial documentation are organized, accurate, and delivered on time in a fast-paced, high-growth environment. The role will also support process improvements and take ownership of back-office coordination to strengthen executive and finance operations.

This is an excellent opportunity for someone who is highly organized, proactive, and thrives in a professional setting. The successful candidate will have the opportunity to work closely with senior leadership and gain exposure to Board-level operations.

Key Responsibilities

Executive & Administrative Board Support

• Coordinate scheduling for the EVP of Finance, CEO, Board of Directors, and Trustees.
• Prepare and format board packages and executive presentation materials.
• Ensure board and executive materials are accurate, organized, and distributed on time.
• Track follow-up items and action points from executive and board meetings.
• Maintain organized records of board and governance documentation.

Presentation & Communication Support

• Develop professional PowerPoint presentations for board and executive meetings.
• Assist with formatting financial reports and executive updates.
• Support drafting of executive communications and internal reporting materials.

Finance & Documentation Coordination

• Organize and track contracts and documentation for executive review.
• Maintain structured filing systems for finance and legal documents.
• Assist with banking administration and signing authority records.
• Support documentation related to subscriptions, transfers, or related financial processes as required.

Process & Operational Support

• Identify administrative inefficiencies and recommend process improvements.
• Support implementation of standardized workflows for executive and finance operations.
• Take ownership of back-office coordination tasks and ensure deadlines are met.
• Assist with cross-functional coordination between finance, operations, and external partners.

Qualifications

• 3- 5+ years of experience in executive support, finance coordination, or senior administrative roles.
• Experience supporting senior executives or Board-level environments preferred.
• Advanced proficiency in Microsoft Office, particularly PowerPoint.
• Strong organizational and document management skills.
• Professional communication skills and executive presence.
• Tech-savvy with the ability to learn systems quickly.
• Experience in investment, corporate, or professional services environments considered an asset.

Key Attributes

• Highly organized and detail driven.
• Mature, proactive, and self-directed.
• Strong sense of ownership and accountability.
• Professional, well-spoken, and presentable.
• Comfortable operating in a high-growth environment with evolving priorities.

Work Schedule:

• Hybrid - Monday to Friday (2 days in office)
• 40 hours per week

Salary Range: $65,000 - $75,000 per year, based on experience and qualifications.

Equal Opportunity Employer: We are an equal opportunity employer and are committed to inclusive and accessible hiring practices. Employment decisions are based on qualifications, skills, and business needs. We welcome applications from all qualified individuals.

Use of Artificial Intelligence: We may use AI-enabled tools to support parts of our recruitment process, including sourcing candidates or screening through external job boards. These tools are used to assist our team and do not replace human decision-making.