Executive Assistant to COO

Do you live and breathe organization and operational efficiencies? Do you get excited about working alongside key industry thought leaders? Earls Kitchen + Bar is hiring an Executive Assistant to support our COO at our Head Office in Vancouver.

Reporting to our Executive Assistant to the President, you will be the operational backbone of the executive office. You play a pivotal role in providing comprehensive administrative support to the COO while operating in a confidential, high-velocity environment. This role is a key resource for the Executive team, responsible for the seamless organization and management of daily operations and serving as a primary driver for major executive initiatives.

Regardless of the task at hand, you’ll be flexing your strong communication and organizational muscles to drive business outcomes. If you’re looking for an opportunity to make a big impact at a growing, fast‑paced company, we want to hear from you.

• Proactively manage and optimize the COO’s complex schedule, prioritizing competing demands, reserving essential prep time, and ensuring alignment with overarching operational goals.
• Integrate necessary personal commitments and work‑related personal tasks into the COO schedule to ensure optimal time management and prevent calendar conflicts.
• Ensure the COO is thoroughly prepared for all internal and external engagements by compiling briefs, agendas, metrics, and background materials in advance.
• Attend key meetings to document minutes, capture decisions, and drive accountability by tracking post‑meeting action items to completion.
• Work closely with the Executive Assistant to the President to ensure seamless executive support and provide comprehensive backup support during vacations or peak workload periods.
• Execute special research, administrative projects, and data gathering as directed by the Executive Assistant to the President or COO to support executive decision‑making.
• Proactively identify and troubleshoot operational bottlenecks, exercising sound judgment on routine matters while appropriately escalating complex issues to leadership.
• Learn executive office best practices through continuous coaching and mentorship, actively building knowledge of executive operations and business priorities to align daily workflows with organizational standards.
• Serve as a seamless liaison between the COO, executive leadership, COO leadership teams, operations teams, and external partners to maintain clear communication and cross‑functional alignment.
• Assist in drafting, refining, and assembling high‑level presentations, strategic reports, and executive correspondence on behalf of the COO.
• Handle highly sensitive corporate information, financial metrics, and personnel matters with strict confidentiality and sound judgment.
• Coordinate and manage meeting logistics from end‑to‑end, including room bookings, technology setup, and agenda creation.
• Attend key meetings to document minutes, record critical decisions, and drive accountability by tracking post‑meeting action items to completion.
• Support the planning, logistics, and execution of executive retreats, leadership offsites, workshops, and team events.
• Coordinate complex domestic and international travel itineraries, accommodation, ground transportation, and site visit schedules for the COO and accompanying team members.
• Manage, track, and reconcile the COO’s travel reports, corporate credit card expenses, and departmental invoices in accordance with company policy.

• 3+ years of experience in business, administration, or related fields working with a fast‑paced Executive team.
• Experience working in hospitality or retail is preferred.
• Proven experience executing administrative and support tasks including calendar management, travel coordination, event planning, meeting agendas, and tracking post‑meeting action items to completion.
• Exceptional discretion, sound judgment, and the ability to maintain the utmost confidentiality when handling sensitive corporate, financial, and personnel matters.
• Exceptional communication and interpersonal skills, with a knack for hospitality and the ability to build meaningful…