Executive Assistant & Operations Support

About Vireo

Vireo Video is a You Tube-focused content marketing and video production agency working with some of the world's leading brands. We're a small, high-performing team that moves fast, takes our work seriously, and genuinely cares about doing things well. We're growing, and we need someone who can help keep the engine running smoothly behind the scenes.

This is a hybrid Executive Assistant and Operations Support role, split primarily between supporting our Director of Operations and our CEO. You'll be the person who makes sure nothing falls through the cracks — managing schedules, coordinating logistics, supporting our sales process, and helping the team stay organized as we grow.

This isn't a sit-and-wait role. We're looking for someone proactive, high-agency, and genuinely excited about finding better ways to do things. If you naturally reach for tools and systems to solve problems, including AI tools beyond basic prompting, you'll fit right in.

You must be based in Vancouver and comfortable working primarily in-office.

• Manage scheduling, calendar coordination, and meeting logistics for the CEO and Director of Operations
• Handle office administration — supplies, equipment, vendor coordination, day-to-day logistics
• Support onboarding of new hires and contractors, including system access, equipment setup, and paperwork
• Assist with documentation and administrative tasks related to compliance projects including SOC2 compliance
• Keep internal tools and systems organized — Google Drive, Trello, Harvest, and others

• Help manage inbound lead inquiries — organizing, tracking, and flagging priority leads
• Maintain and update our CRM (Hub Spot) with accurate pipeline information
• Coordinate scheduling for sales calls and follow-ups on behalf of the CEO
• Draft and send follow-up emails to prospects and partners
• Prepare supporting materials for proposals and client presentations
• Help ensure nothing gets dropped during busy sales cycles

• Take first pass on research tasks and internal projects to keep things moving
• Coordinate between team members and departments when things need to get done
• Identify recurring tasks that could be systematized or automated and take initiative to improve them

• 2–4 years of experience in an EA, operations, office management, or similar role
• Highly organized with strong attention to detail
• Excellent written communication — you ll be drafting emails and coordinating on behalf of senior leadership
• A self-starter who figures things out without waiting to be told
• Comfortable working across multiple tools and learning new ones quickly
• Genuine interest in AI tools and how they can improve workflows — not just basic chat, but building prompts, automations, and practical integrations that save real time
• Experience supporting sales processes or working in a client-facing business is a plus
• Experience in a small agency or startup environment is a plus

• Innovative Environment: Work in a creative and fast-paced environment where your ideas and designs can make a significant impact.
• Growth Opportunities: Opportunities for professional development and career growth within the company.
• Collaborative Team: Be part of a supportive team that values collaboration and creativity.
• Hybrid Work: We offer a hybrid work environment, with three days in the office and the flexibility to work remotely for the remaining days. Our office is located in the Gastown and provides a creative and inspiring workspace for you and your furry friends.

• Base Salary : $50,000 – $70,000 CAD
• Benefits :
  Health & dental coverage after 3 months
• Paid Time Off : 2 weeks vacation and additional paid holidays during the winter break between Christmas and NY.
• Hybrid Office in a dog-friendly space