ABOUT OUR CLIENT:

Our client is seeking a highly organized, proactive, and detail-oriented Executive/Personal Assistant to the CEO to provide comprehensive support in both business and personal matters. This role is ideal for a resourceful individual who thrives in a dynamic, fast-paced environment and maintains the highest level of professionalism, discretion, and confidentiality.
The role encompasses executive-level administrative support, calendar and travel management, and coordination of personal tasks and logistics for the CEO and their family. A strong understanding of boundaries, exceptional communication skills, and the ability to prioritize effectively are essential for success.

REQUIREMENTS:

• Bachelor’s Degree required, ideally in business related field or communications
• 8+ years of experience as an Executive Assistant or Personal Assistant, preferably supporting a CEO or C-suite executive
• Demonstrated experience managing complex calendars and travel, including international
• Exceptional organizational skills and attention to detail
• Proactive problem-solver with excellent judgment and discretion
• Strong written and verbal communication skills
• High level of professionalism and integrity
• Tech-savvy, with proficiency in Microsoft Office 365 (Outlook, Excel, Power Point), and communication tools (Microsoft Teams, Zoom, etc.)
• Experience managing expense claims, Expensify and/or Coupa experience preferred
• Located in or near Vancouver and flexibility to travel on-site as needed
• Flexibility to work after hours/weekends when warranted
  One year contract position with potential for full time employment or extended contract.
  Salary - $100K - $120K/year
  Job Type: Full-time
  Pay: $100,000.00-$120,000.00 per year

Application question(s):

• How many years of experience do you have as an Executive/Personal Assistant supporting a CEO or C-suite executive?
• Do you have experience managing complex calendars and travel, including international?
• Do you have experience managing expense claims?

Work Location: In perso

EXECUTIVE RESPONSIBILITIES:

• Manage and maintain the CEO’s complex calendar, including scheduling meetings, calls, appointments, and personal engagements, prioritizing projects, establishing suitable venues, preparing materials for meetings, and ensuring the executive stays on track and organized throughout the day.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries for the CEO and others as appropriate, often across multiple time zones.
• Prepares and drafts a variety of confidential correspondence, reports and presentation materials.
• Track tasks, action items, and key deadlines across multiple business and personal initiatives.
• Maintains contacts for the CEO and ensures that they are appropriately transferred to corporate distribution lists.
• Responsible for organizing multi-faceted events/meetings. This includes budgets, arranging and configuring meeting space, coordinating catering and audio-visual services.
• Attends meetings when needed to record and distribute meeting minutes.
• Act as liaison with various individuals both internally and externally, at all levels of the organization with the highest level of customer service.
• Processes expense claims primarily for the CEO and reconciles corporate credit card statements.
• Assists in the preparation of all Board meeting materials.
• Other corporate and personal administrative matters may be required, ad hoc duties and special projects as required.

BOARD RESPONSIBILITIES:

• Organizes and coordinates Board and Committee meetings including the preparation of all Board meeting materials and flow of Board information.
• Helps in the preparation and coordination of all Committee meeting materials and flow of information.
• Maintains and manages corporate records and ensures the prompt and correct processing of Board-related documents.
• Prepares and/or drafts a variety of confidential correspondence, reports, and presentation materials.
• Attends meetings when needed to record and distribute meeting minutes and action items.
• Responsible for organizing multi-faceted events/meetings. This includes budgets, arranging and configuring meeting space, coordinating catering and audio-visual services.
• Coordinates travel arrangements and prepares related travel itineraries and meeting agendas for the Board of Directors and/or others as appropriate.
• Processes payroll reports and expense claims for the Board of Directors and reconciles corporate credit card statements.

PERSONAL RESPONSIBILITIES:

• Coordinate personal appointments, household needs and family logistics for CEO and close relatives as needed.
• Manage household vendor relationships (e.g., property management, contractors, service providers).
• Run errands and handle special requests as needed (virtually or on-site when in Vancouver).
• Manage personal travel bookings and family calendar coordination.
• Support with occasional gift sourcing, reservations, or family-specific needs.