Executive Assistant to CEO

Executive Assistant to the CEO

Department: Operations

Employment Type: Full Time

Location: British Columbia, Canada

Compensation: The base annual salary range for this full-time role is between $105,900 to $145,600. This range reflects the minimum and maximum target range for new hire base salary across all Canadian locations. Actual compensation may vary outside of this range and is dependent on various factors including but not limited to a candidate's qualifications including relevant education and training, competencies, experience, geographic location, and business needs.

Base pay is only one part of the total compensation package. Full time roles are eligible for equity and benefits. Base pay is subject to change and may be modified in the future.

Photonic Inc. is seeking a highly disciplined, detail-oriented Executive Assistant to provide primary support to the CEO, additional dedicated support to Chief Financial Officer and Board Chair, and coordination support to members of the Executive Team. This role demands a high degree of professionalism, precision, responsiveness, and sound judgment.

This Executive Assistant will operate as a trusted partner to the CEO, ensuring effective time management, clear prioritization, and consistent execution at the highest standard. This is a high-impact role requiring discretion, initiative, and the ability to perform in a fast-paced, demanding environment.

Please include a cover letter with your resume (in one file) describing how you would be a great fit at Photonic and what attributes you could bring to our growing team.

• Manage a complex and high-volume calendar with exceptional accuracy and attention to detail
• Ensure the CEO is consistently punctual, well-prepared, and focused on highest-priority initiatives
• Anticipate needs and proactively prepare briefing materials, agendas, and follow-ups
• Ensure operational rigor by maintaining end-to-end tracking of commitments, decisions, and action items through to completion
• Produce high-quality documents, presentations, and reports on behalf of the CEO
• Coordinate travel, including detailed itineraries and contingency planning

• Provide supplemental support to members of the Executive Team, as required, with dedicated support extended to the Board Chair and Chief Financial Officer across scheduling, meeting preparation, and key deliverables
• Assist the Board Chair with board meeting logistics, material preparation, and stakeholder coordination; support the CFO with financial reporting timelines, investor meetings, and executive communications
• Partner closely with other Executive Assistants to ensure alignment across schedules, priorities, and meeting cadences
• Contribute to the consistency and effectiveness of executive operations

• Draft, review, and manage clear, concise, and professional communications on behalf of the CEO
• Interface effectively with internal and external stakeholders, including senior leaders, partners, and investors
• Support board, investor, and senior stakeholder interactions, including preparation of materials and coordination of meetings

• Triage competing priorities with efficiency and sound judgment
• Identify and implement process improvements that enhance executive team effectiveness
• Maintain a high standard of accuracy, accountability, and follow-through across all responsibilities
• Support and coordinate strategic initiatives and special projects by working across teams to drive execution, maintain alignment, and ensure cross-functional efforts remain on track and progressing to completion

5+ years of proven experience supporting senior executives, ideally at the CEO level

Exceptional organizational skills and meticulous attention to detail

Strong ability to manage complex priorities with accuracy and composure

Sharp business judgment with a proactive, anticipatory approach to needs

High emotional intelligence and effective relationship-building skills across all levels

Clear, concise, and professional communication skills, both verbal and written

Sound judgment and the confidence to constructively challenge decisions and push back when necessary, with tact and professionalism

Technical literacy with advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, MS Teams); familiarity in emerging technologies and AI tools as an asset

Proven discretion and professionalism in handling confidential and sensitive information

Highly responsive, with the ability to operate with urgency and adaptability

Capable of performing effectively in a fast-paced, dynamic environment with shifting priorities

Strong sense of ownership, accountability, and commitment to excellence

Collaborative approach, with the ability to work effectively alongside other Executive Assistants and team members

Willingness to provide support outside standard business…