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Jane is seeking an Executive Assistant to support its leadership team in a hybrid role based in the Vancouver area. This is a strategic operations role focused on creating operational infrastructure that enables executives to focus on high-impact work rather than logistics.
The role involves managing calendars across multiple executives with distinct personalities and working styles, building trusted partnerships through clear communication, and proactively anticipating needs by reading between the lines. You'll coordinate department offsites, leadership team onsites, travel logistics, and operational details that support the executive function. The position emphasizes using AI tools thoughtfully—drafting communications, scanning for patterns, researching logistics—while maintaining quality control through review before distribution.
Key responsibilities include owning multi-executive calendar management, explaining the reasoning behind scheduling decisions to build team trust, identifying which recurring meetings are moveable and proposing solutions independently, leveraging AI to amplify impact, and partnering across teams (People Partners, team leads, Events, external vendors) to coordinate complex logistics.
Required experience: 5+ years as an executive assistant in a fast-paced, scaling environment supporting multiple executives across functions. You need exceptional organizational skills, attention to detail, and the ability to manage competing priorities independently. Strong written and verbal communication is essential—you'll draft correspondence and communicate confidently across all levels. Proficiency with Google Suite, Slack, and Notion is required, with comfort learning new tools quickly.
The ideal candidate combines high emotional intelligence with resilience, understanding that executive stress reflects workload rather than personal friction. You bring genuine empathy paired with thick skin, comfort with ambiguity, and a growth mindset. The role is still evolving, and you'll experiment, ask good questions, and suggest improvements. Being in the Vancouver area enables in-person strategy sessions and collaborative working days that strengthen partnerships in this remote-first company.
