Executive and Personal Assistant to CEO

1 month ago

Canada, CA STRIVE Recruitment inc. Full time
Executive and Personal Assistant to the Founder & CEO

70-80K + stock options

Vancouver, BC

About Us

STRIVE is a specialist recruitment firm offering proactive recruitment solutions in the areas of Accounting & Finance, Corporate Administration, and Manufacturing Operations. STRIVE supports various clients from small to medium-sized enterprises to Fortune 500 organizations for their permanent, contract, and temporary recruitment needs.

THE ROLE

STRIVE has partnered with an esteemed client in the venture capital industry. This is a great opportunity to work with a renowned company, a TOP EMPLOYER, and expand your current experience. We are looking for an Executive and Personal Assistant to the Founder & CEO who is adaptable and focused for their Vancouver location.

The ideal candidate will possess exceptional communication skills, attention to detail, and the ability to work in a fast-paced environment.

Responsibilities

Executive and Personal Assistant Duties:

  • Managing accessible documentation for the CEO's personal and administrative matters.
  • This includes banking information, property taxes, utilities (hydro, gas, internet, phone services), insurance, assets (boat, plane, vehicles, jewelry, art), family and executive identification, rental property details, project records, monthly transactions, PR documents, and any other relevant backups or login access information.
  • Provide administrative support to the firm's partners and executives, including managing their calendars, scheduling meetings, and arranging travel.
  • Assist with travel arrangements, including booking flights, hotels, and transportation for family and staff members.
  • Serve as the first point of contact for clients, and residential property managers, responding to phone calls, emails, and other inquiries in a timely and professional manner.
  • Schedule and coordinate meetings, both internally and externally, ensuring all participants are aware of the agenda and any relevant information in advance.
  • Assist with managing monthly outgoing payments and overseeing incoming payments
  • Conduct research and gather information for a range of projects as needed. This includes identifying reliable sources, analyzing costs, compiling findings, and presenting insights in an organized manner to support informed decision-making.
  • Conduct weekly check-ins with the boat captain to ensure all maintenance tasks are up to date.
  • Assist with managing private plane itineraries, ensuring that plane management selects preferred cost FBOs (fuel, hangar costs). Provide support with plane staff as needed, including hiring, communication updates, liquor inventories, and on-board item management.
  • Responsible for all insurance renewals and claims. Serve as the primary contact for any in-state changes.
  • Visiting properties or locations within Vancouver to oversee mail handling, bank deposits, and other necessary tasks as required.
  • Available for various ad-hoc family tasks, such as aiding in mail correspondence, assisting the CEO's brother with miscellaneous tasks in Vancouver, managing the CEO’s mother’s rental property, and addressing any other needs as they arise.
  • Occasionally provide support to the sister company by assisting with bank deposits, coordinating meetings and events, and managing social media posts.

Office Manager

  • Manage the office's day-to-day operations, including scheduling appointments for
  • in-office maintenance, assisting executives with IT/printer difficulties, maintaining office supplies, organizing boardroom use, and communicating property updates to the office.
  • Ensuring a clean office daily with tasks.
  • Manage the onboarding process for new employees, including preparing orientation materials (explanation of umbrella companies and staff list) and coordinating with IT and hiring manager.
  • Manage any communications or arrangements with the office property owners, including annual reports, key-card activations/re-activations, and preparing the office for monthly inspections.
  • Assist with special projects and events, including organizing company parties, team-building activities, and other events as needed.
  • Managing recognition of all birthdays, work anniversaries, and other meaningful life events, which includes reminders to the executive team and purchasing gifts.
  • Maintain all physical and online receipts, ensuring all information is kept up to date for any office transactions.
  • Coordinate and schedule courier services for in-office lawyers. Maintain a log of all courier activities and associated costs.
  • Respond promptly to spontaneous tasks and projects from executives.
  • Assist with any ad-hoc coordination with other tenants of the office unit.
  • Support social media management efforts by coordinating posts across multiple platforms. Attend bi-weekly PR meetings and conduct monthly internal meetings to gather information on upcoming conferences, updating the PR team on priority levels and associated costs.
  • Support the CEO and enhance the company's online presence through managing social media platforms and maintaining/ creating website content.
  • Assist with managing and reconciling personal and company expenses and credit card transactions. This involves reviewing records of credit card statements,
  • cross-referencing receipts, and resolving any discrepancies promptly. Assist with maintaining documentation for audit purposes.
  • As needed, create meeting notes for internal staff during meetings with third parties.
  • Proficient in reviewing and revising agreements with third parties to ensure clarity, accuracy, and alignment with organizational objectives.

Requirements

  • Bachelor's degree in business administration, management, or a related field preferred.
  • At least 3 years of experience in office management, executive assistance, or a related field.
  • Strong organizational skills with the ability to multitask and prioritize competing demands.
  • Excellent communication skills, both written and verbal, with the ability to interact professionally with all levels of staff and external stakeholders.
  • Proficiency in Microsoft Office, Outlook, and other office management software.
  • Ability to work independently and as part of a team, with a positive attitude and strong work ethic.
  • Prior experience in the venture capital or finance industry is a plus.
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