Executive Assistant to the CEO at Optalis

Vancouver, British Columbia, Canada -

Full Time

Start Date

Immediate

Expiry Date

09 Aug, 26

Salary

0.0

Posted On

11 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, AI Productivity Tools, Executive Support, Board Relations, Project Coordination, Travel Logistics, Presentation Design, Cross-functional Coordination, Stakeholder Management, Workflow Optimization, Discretion, Strategic Planning

Industry

Description

Your New Role and Team Sanctuary is building machines that think and move, and we're looking for someone who thrives at the center of that kind of work. As Executive Assistant to the CEO, you'll be a key part of how our leadership team operates day to day. That means owning the calendar, coordinating across teams and time zones, managing travel and logistics, and helping keep the executive rhythm running smoothly. But the part that makes this role interesting is what sits alongside that foundation: using AI and modern tools to work more effectively, building materials that show up in important rooms, and bringing the kind of calm, organized presence that lets the CEO stay focused on what matters most. If you're someone who genuinely enjoys making complex operations run well, who's curious about what AI can do and already using it in your work, and who finds satisfaction in being the person others rely on, this role was written with you in mind. Our Success Criteria * You manage the CEO's calendar as a strategic resource, understanding priorities well enough to make smart calls about what belongs there and what doesn't. * Meetings are well-prepared, run with purpose, and followed up on so that discussions lead to decisions and decisions lead to action. * Board meetings are well-prepared, including materials, minutes, and follow-ups, and communication with key shareholders is handled accurately and professionally * You use AI tools and modern productivity software as a natural part of how you work, using them to research faster, synthesize better, and communicate more clearly. * The briefing materials, presentations, and documents you produce are clear, structured, and ready to use. * You keep cross-functional coordination moving by capturing notes, tracking priorities, and making sure follow-up actions don't lose momentum. * Leadership's recurring meetings, company forums, and key events are organized and run without friction. * Travel, expenses, and operational logistics are handled accurately and reliably. * You handle sensitive information with the care and discretion that comes naturally when you understand what's at stake. * You actively reduce manual work by improving workflows, using AI, or introducing better tools and systems Your Experience and Qualifications * 5+ years in executive support, operations, project coordination, consulting, or a similarly fast-paced environment where organization and good judgment were essential. * Bachelor's degree or equivalent practical experience. * Proven ability to manage competing priorities and stay organized when things move quickly. * Strong written and verbal communication skills, with real attention to clarity and detail. * Experience supporting senior leaders or working on high-responsibility initiatives. Skills * You already use AI and modern tools in your daily work and can give concrete examples of how they improve your speed, organization, or output. * The ability to quickly absorb information and turn it into concise, well-organized materials that are ready for an executive audience. * Strong presentation skills. You can build something clear, structured, and visually clean without a lot of back and forth. * Experience coordinating complex schedules and logistics across multiple stakeholders and time zones. * Experience supporting board processes, including preparing materials, taking meeting minutes, and coordinating updates or documentation with stakeholders. * A natural inclination to notice where things could work better, and the initiative to improve them through smarter tools or processes. * Good judgment and discretion with sensitive information, developed through experience working close to leadership. Traits * You take ownership. When something needs to happen, you make it happen rather than waiting to be directed. * You're steady and mature in high-stakes environments, even when priorities shift quickly. * You stay calm under pressure and help create stability around you rather than adding to the noise. * You're genuinely curious about emerging technology, especially AI, and that curiosity shows up in how you work. * You're collaborative, reliable, and the kind of person colleagues trust without having to think about it. * You question inefficient ways of working and look for better ways to get things done.

Responsibilities

Provide high-level strategic support to the CEO by managing calendars, travel, and board communications. Leverage AI tools to optimize workflows and produce high-quality briefing materials and presentations.