Office and Executive Administrator at Arca

Vancouver, British Columbia, Canada -

Full Time

Start Date

Immediate

Expiry Date

08 May, 26

Salary

80000.0

Posted On

07 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Executive Support, Detail-Oriented, Communication Skills, Microsoft Office, Tech-Savvy, Event Planning, HR Assistance, Logistics Coordination, Vendor Management, Inventory Management, Calendar Management, Document Preparation, Confidential Information Handling, Problem Solving, Collaboration

Industry

Environmental Services

Description

About us Arca is an Industrial Mineralization company that uses alkaline waste and byproducts to permanently remove carbon dioxide from the atmosphere. We are backed by leading climate technology investors and were a top20 finalist in the globally recognized XPRIZE for carbon removal. Arca’s founders are leaders in the field of carbon mineralization and carbon removal with more than 30 years of experience in innovation and research. We believe that by working with nature, not against it, we can achieve carbon dioxide removal on the scale needed to stabilize the climate. If that resonates, we want to hear from you. We’re building a team of sharp, mission-driven, and collaborative individuals who take pride in using their skills to contribute to a sustainable future. About the role In this versatile, in-office role, you will provide both operations and executive support. On the admin/operations side, you will ensure the smooth day-to-day operations of our Vancouver HQ, managing facilities, coordinating critical shipments, assisting HR and finance functions, planning events, and supporting core administrative tasks. On the executive assistance side, you will provide administrative assistance to the CEO and leadership team, including complex calendar and meeting management, preparation and formatting of documents and presentations, and handling confidential correspondence and information. Arca is a rapidly evolving start-up, and therefore, flexibility and the ability to thrive in a dynamic, fast-paced environment will be essential for success in this role. Reporting to the Head of Operations and working closely with the CEO as well as across functions, you’ll improve Arca’s operational efficiency and lift the company’s overall productivity. Key Responsibilities Admin and office operations (65%) Front desk and reception: Manage incoming calls, correspondence, and courier deliveries, maintaining an organized reception area at all times. Office management: Ensure smooth day-to-day operations of the office and lab, including supply management, facilities upkeep, and general administrative duties. Shipping coordination: Prepare, package, label, and arrange outgoing shipments (including time-sensitive scientific or hardware shipments). Track inbound and outbound deliveries and coordinate with internal teams to ensure timely handoff. Inventory: Maintain inventory of office equipment and supplies; monitor stock levels and restock proactively. Logistics: Support the lab and deployment teams with basic logistical tasks, including equipment drop-offs/pickups and courier coordination. Purchasing supplies: Support teams in purchasing needs. Vendor management: Liaise with office vendors and service providers, including alarm services, IT providers, catering companies, cleaners, and office supply providers. Lunch orders and kitchen stocking: Coordinate and place lunch orders for meetings, special events, and office-wide occasions, catering to dietary preferences. Ensure kitchen is stocked and organized. Internal event coordination: Organize company events, meetings, and team-building activities, including venue booking, agenda planning, and logistics management. Office visitors and tours: Coordinate the scheduling, arrival, and welcoming of office visitors and tours, ensuring that all internal stakeholders are notified and prepared. IT admin: Onboard new hires (email/access), manage software subscriptions, and track company hardware assets. HR assistance: Support HR by assisting with onboarding processes, culture initiatives, preparing workstations for new hires, and other tasks as needed. Executive assistance (35%) Provide executive administrative support to the CEO and leadership team, including complex scheduling, calendar management, and meeting prioritization. Assist with expense reporting, credit card reconciliations, and receipt management for executives. Prepare, proofread, and format documents, slide decks, and meeting materials. Manage the External Affairs event and conference calendar, tracking, logging, and coordinating Arca’s presence at events and providing admin support to the External Affairs team as required. Manage confidential information with discretion and maintain organized digital and physical filing systems. Carry out special initiatives as required. Requirements of the role 6+ years' experience in office administration, executive support, or a related role. Detail-oriented: Highly reliable, organized, and comfortable managing both office and light technical workflows. Excellent communication skills. Ability to work independently as well as collaborate effectively with various teams. Proficiency in Microsoft Office (Word, Excel, Outlook). An adaptable and flexible approach to work in a fast-paced, growing company. Tech-savvy: Comfortable with basic digital tools (Google Workspace, spreadsheets, device tracking tools) and adaptable to new software Nice-to-haves Experience in a fast-growing startup environment. Experience with HRIS systems (e.g., BambooHR) Event planning or coordination experience Basic knowledge of employment regulations and HR processes. Familiarity with scheduling and booking travel arrangements. We’re looking for individuals who… Are optimistic we can make an impact in the fight against climate change. Say yes before no when confronted with ideas and situations that challenge their ideas of what’s possible. Thrive in a collaborative and fast-paced working environment. What we offer at Arca A competitive salary Three weeks' vacation plus the week between Christmas and New Year’s off Flexible working policy Flex Fridays Stock options Professional Development Plan that includes a $1,000 budget to support your growth. 100% paid by employer comprehensive health benefits package including medical, dental, vision, and life, plus $800 Health and Wellness spending account and employee assistance program Maternity and Parental Leave Top-Up Employee Discounts Program (Perkopolis) Pet-friendly office A fun and diverse environment, with inspired colleagues who are united in the fight against climate change At Arca, we believe that our commitment to diversity and inclusion is not only the right thing to do but also essential for our success as a company. We welcome and encourage all qualified candidates to apply for our open positions, regardless of their background, race, color, age, national origin, ancestry, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability. Location Vancouver, British Columbia Department General & Administration Employment Type PFT Minimum Experience Experienced Compensation $65,000-80,000

Responsibilities

The role involves managing day-to-day office operations and providing executive support to the CEO and leadership team. Key tasks include office management, shipping coordination, and complex calendar management.