WHO YOU ARE

• Aligned with and ready to model Cinga’s Core Values (Keep It Real, Be Humble, Build From Strengths, Have Each Other’s Backs, Stay Flexible)
• Curious, adaptable, and eager to learn new tools and approaches.
• Dependable and resourceful — you see what needs doing and make it happen.
• Thrive in a collaborative, small-team environment where initiative is valued.
• Calm under pressure and flexible when priorities shift.
• This is a hybrid role based in Vancouver, BC. While most work is remote, occasional in-person support will be required for client events and team meetings.
• We’re looking for someone who sees Executive Assistance as a career — not a stepping stone — and takes pride in delivering high-caliber support at the senior level.

APPROXIMATELY 40% EXECUTIVE ASSISTANT (EA) RESPONSIBILITIES:

• Manage the Managing Director’s calendar and support broader team scheduling, including coordination with subcontractors and client partners.
• Provide executive administrative support, including correspondence, expense tracking, invoice generation, and budget-to-actual reporting.
• Coordinate travel planning and booking, ensuring cost-effectiveness and efficiency.
• Handle confidential materials and sensitive information with discretion and professionalism.
• Proofread and finalize high-stakes documents and deliverables.
• Support internal team communications, meeting agendas, and follow-ups to keep projects moving forward.
• Provide occasional personal lifestyle coordination support for the Managing Director, such as scheduling personal appointments or travel, as needed.

APPROXIMATELY 60% CLIENT EXPERIENCE & BUSINESS DEVELOPMENT RESPONSIBILITIES:

• Assist with onboarding new clients — scheduling kick-offs, coordinating materials, and managing early-stage communication.
• Prepare, format, and quality-check slide decks, toolkits, e-learning materials and in-person session materials.
• Own and drive the development, drafting, and submission of client proposals and RFP responses — from gathering requirements to final submission.
• Track and manage the proposal pipeline, follow up with prospects, and ensure deadlines are met.
• Coordinate virtual and in-person client events, workshops, and retreats, including logistics, materials prep, breakout sessions, and live polling tech.
• Support post-session activities: client feedback surveys, summary reports, and action item tracking.
• Maintain project trackers, client files, and shared resources for easy access by the team.
• Conduct industry research to support business development opportunities and keep Cinga ahead of trends.
• Post and manage social media updates and marketing event logistics as needed.