Executive Assistant

About the Role
This role sits at the center of Jane's Leadership Team, one of the most dynamic groups in the company. Supporting executives across a variety of functions, this person is the connective tissue that keeps calendars, communications, and initiatives running smoothly; and is accountable for the operational excellence that lets executives focus on growing the business instead of managing logistics. That means understanding that every missed meeting, delayed response, or travel hiccup sends ripples through the organization, and getting ahead of it before it does. We're looking for someone who thinks like a true partner, not a scheduler: someone who anticipates needs, understands how the pace and priorities of a scaling company shape an executive's day-to-day, and can turn competing demands into a calendar and workflow that just works. Being organized and responsive matters, but the real job is strategic; understanding context without sitting in every meeting, reading between the lines, and being able to say, "Here's what I think is happening, and here's how I'd solve for it." We've built a proven approach; weekly workflows with each executive, clear communication protocols, close partnership with our internal Events team; and we're ready to scale it. That takes resourcefulness, curiosity, and the ability to manage competing personalities and workflows without losing sight of what matters: seeing complexity as a puzzle to solve, not a burden, and bringing both genuine care and strategic thinking to the role; including using AI as a tool to amplify your impact. What Impact We’re Looking for You to Make
- Own calendar management across multiple executives with distinct personalities and working styles, creating seamless workflows that protect their time and give them breathing room to focus on what matters most.
- Build trusted partnerships with executives through clear, consistent communication
- especially in explaining the "why" behind calendar changes so teams feel supported and cared for.
- Anticipate needs and solve problems proactively by reading between the lines, identifying which recurring meetings are moveable, and proposing solutions instead of waiting for direction.
- Leverage AI tools thoughtfully to amplify your own impact
- drafting communications, scanning calendars for patterns, researching travel and onsite logistics
- then reviewing and refining before it goes out (always 90% draft, then review).
- Partner across teams and functions
- working with People Partners, team leads, our internal Events team, and external vendors
- to coordinate department offsites, JLT onsites, travel logistics, and all the operational details that support leadership. What Experience We Need
- Approximately 5+ years of experience as an executive assistant in a fast-paced, scaling environment, with demonstrated success supporting multiple executives across different functions and personalities.
- Exceptional organizational skills, attention to detail, and ability to manage competing priorities with grace. Comfort working independently, and genuine curiosity about how to make things simpler and more efficient.
- Strong written and verbal communication skills
- you draft correspondence, explain complex calendar decisions in writing, and communicate confidently across all levels. Proficiency with Google Suite (Gmail, Docs, Sheets), Slack, Notion, and comfort learning new tools quickly.
- You're calm under pressure. Executive support moves quickly, and you bring perspective, empathy, and a focus on outcomes even on the busiest days.
- Comfort with ambiguity and a growth mindset
- this role is still evolving, and we're building the best practices together. You're someone who experiments, asks good questions, and isn't afraid to suggest better ways of doing things. We're hiring for people based in the Vancouver area who can travel to our North Vancouver office. Being in the same geographic area opens up opportunities for in-person strategy sessions, collaborative working days, and the kind of connection that builds stronger partnerships in a remote-first company. If you don't meet every single qualification but are excited about this role, we'd still love to hear from you. More About Jane Jane is a founder-led, high-growth SaaS company with a remote-first team working across Canada, the US, and the UK, united by our mission to help the helpers. We build the products and tools that thousands of clinics rely on every day to run their businesses, care for their patients, and grow their communities. That level of impact means every person at Jane plays an important role in how we show up for our customers. We're all responsible for being deeply connected to their needs, obsessed with improving their experience, and proud of the difference our work makes in their day-to-day lives. Jane is growing fast, and that growth brings exciting challenges that call for adaptability, resili