Executive Assistant, Office CEO

Executive Assistant, Office of the CEO

Shop Makers - Vancouver HQ

Position: Executive Assistant, Office of the CEO @ Shop Makers

Hours: 36 hours/week (half day Fridays year round!)

Salary: $53,000–$68,000 + bonus

Benefits: 3 weeks paid vacation, extended health benefits

About Makers

At Shop Makers, we’re redefining retail by offering a curated experience of the finest locally crafted, handmade goods. With 27 locations across BC, Alberta, Saskatchewan, Manitoba, and Ontario, and our first US location in Seattle, we are proud to be Canada’s largest retailer of handmade & local products. Our mission is simple yet bold: empower local artisans by giving them a platform to grow.

We believe in nurturing community, sustainability, and creativity, and that starts with our people.

Why This Role Matters

The Executive Assistant is the connective tissue of our leadership team, working directly with our CEO and Director of Marketing (and providing lighter support to our President) to keep three busy executives running smoothly. This is a high-trust, high-judgment role for someone who thrives on follow-through, loves the variety of a fast-moving business, and wants to be the person nothing slips past.

As we expand into the US and continue growing across Canada, the work is real - receipts to chase, leases to track, lawyers to coordinate with, and a leadership team that moves quickly. This role is based out of our Vancouver HQ on a hybrid schedule (3 days in office, half day Fridays, with flexibility on the rest).

Key Responsibilities

Calendar & Scheduling

• Manage and protect calendars for the CEO and Director of Marketing, with lighter scheduling support for the President
• Coordinate meetings across executives, lawyers, vendors, landlords, and external partners
• Triage incoming requests and make judgment calls on what gets executive time
• Build the weekly rhythm so meetings happen on time with the right materials

Travel & Logistics

• Book flights, hotels, ground transportation, and ferries for cross-Canada and US travel
• Build clean, organized itineraries and handle changes calmly
• Maintain travel preferences and standing arrangements for each executive

Expenses & Receipts

• Own the receipt and expense workflow in Dext & Float for the executive team
• Reconcile and categorize spend in Float across cards and locations
• Track down missing documentation & receipts and prep clean monthly submissions for the finance team
• Flag anomalies and work with the Senior Accountant to resolve them

Documents & Signatures

• Track contracts, leases, NDAs, and agreements moving through Panda Doc
• Drive documents to countersignature and proper filing
• Surface anything stuck so deals and commitments don’t lose momentum

Legal & Vendor Coordination

• Schedule and prepare materials for meetings with our lawyers, landlords, and key vendors
• Manage follow-ups and action items from external meetings
• Maintain organized records of ongoing legal and vendor matters

Project-Adjacent Support

• Keep the President’s calendar honest as he runs concurrent new store openings
• Set reminders for key dates and milestones, and ensure he’s prepared for what’s next
• Be the friendly, persistent voice making sure nothing falls through the cracks

The Hundred Small Things

• Office logistics, courier handoffs, ordering, taking minutes and prep for meetings
• Drafting first-pass replies to formulaic external requests
• Whatever else comes up - this role rewards range and resourcefulness

Skills and Qualifications

• 2+ years of experience supporting a CEO, founder, or C-suite executive
• Proven ability to support more than one executive at once is a strong asset
• Sharp written and verbal communication - equally comfortable emailing a lawyer, a landlord, and a vendor in the same morning
• Strong organizational instincts; your own calendar, inbox, and task list don’t fall apart when things get busy
• Real discretion and judgment with confidential information
• Comfortable being persistent with busy executives without being abrasive
• Proficiency with Google Workspace, Slack, and Asana
• Experience with or willingness to learn Dext, Float, and Panda Doc
• Comfortable with cross-border logistics and working across North American time zones

Retail,…