Executive Assistant

Executive Assistant, CEO

Reports to: CEO

Compensation: $70,000 - $85,000

Location: 22 East 5th Avenue, Vancouver BC

Job Purpose / Summary

As the Executive Assistant, you will be the first point of contact for the CEO and executive team providing a consistent and positive support to internal and external stakeholders. You will be responsible for providing executive assistance to the CEO, handling email correspondence, organizing and booking travel, hosting partners, managing calendar appointments and other support driving focus for the CEO. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details.

Given the dynamic nature of the executive landscape, the Executive Assistant will be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Key Objectives

• Support the CEO primarily, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
• Maintain and refine internal processes that support the CEO, and coordinate internal and external resources to expedite workflows
• Plan and orchestrate work to ensure the CEO’s priorities are met, organizational goals are achieved, and best practices are upheld.

Responsibilities

• Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
• Manage CEOs travel logistics and activities, including accommodations, transportation, and meals
• Travel arrangements including managing travel budget, booking flights, organizing accommodation, and preparing appropriate itineraries as required
• Prepare and process expense reports in alignment with travel and finance policies, ensuring accuracy and compliance
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, and maintenance of professional contacts and relationships
• Maintain professionalism and strict confidentiality with all materials
• Arrange and coordinate weekly strategic meetings including setting up meeting rooms, preparing presentations, minute taking and organizing catering
• Create presentations, reports, and organize data to support leadership priorities and decision making
• Greeting CEO clients and visitors, both in person and over the phone.
• Anticipate needs, prioritize competing demands, and handle confidential & sensitive information with discretion and sound judgement
• Act as a key point of contact, representing leadership with polished, professional communication internally and externally
• Broader administrative duties as required

Tools & Platforms

• Google Workspace (Docs, Sheets, Slides, Forms, etc.)
• Microsoft (Word, Excel, Powerpoint etc.)
• Adobe (InDesign, Acrobat)
• Ability to work alongside AI-powered tools
• Skills and Competencies

Soft Skills

• Strong communication and interpersonal skills
• Organizational and time management excellence
• Problem-solving and adaptability
• Ability to build relationships across functions and levels
• Attention to detail and a proactive mindset
• Collaborative and flexible team player with a growth mindset
• Experience developing internal processes and systems

Technical Skills

• Proficiency in Google Suite, Microsoft and Adobe
• Comfort with digital tools and communication systems
• Familiarity with leveraging AI to streamline workflows, draft communications, and analyze data
• Ability and aptitude for learning new software and systems
• Ability to maintain confidentiality of information related to the company and its employees

Work Environment

• In person and as required in supporting the CEO’s schedule

Requirements:

• 2+ years of experience in a similar role
• Highly organized and resourceful, with effective time management and organizational skills
• Effective communication skills with an ability to work and adapt in a fast-paced, cross- functional environment
• Strong work ethic with a willingness to get things done, give extra effort, and be flexible to the needs of a growing business
• Ability to establish and maintain effective relationships and networks with a range of stakeholders
• Experience in using and troubleshooting issues with online technology including videoconferencing and audio-visual systems