Executive Assistant to CEO

**Job Title**:Executive Assistant to the CEO

**Location**: Delta, BC

**Schedule**: Monday to Friday 9am - 5pm (40 hours per week)

**Job Purpose**:
As the **Executive Assistant** to the CEO, you will play a critical role in enabling high performance by protecting the CEO’s time, driving operational clarity, and ensuring smooth day-to-day execution. This is not a traditional administrative support role. This position requires a detail-obsessed professional with high emotional intelligence, strong tech fluency, and the ability to proactively manage up.

This is a role for someone who is committed to growing alongside a fast-scaling company, and who finds deep satisfaction in structure, consistency, and improving systems over time. You are intrinsically motivated to refine processes, prevent things from falling through the cracks, and bring calm to complexity. You proactively identify inefficiencies, seek out clarity, and take ownership of raising your own standards because doing so enables the CEO to stay focused on high-level strategy and the company’s next stage of growth.

**Job Focus**:

- **Protect the CEO’s time and priorities** by managing schedules, filtering communication, and ensuring focus on high-value work.
- **Drive execution on leadership initiatives** through effective follow-up, documentation, and support for key systems like EOS.
- **Support cross-functional projects** by tracking progress, creating simple project plans, and ensuring timely completion of deliverables.
- **Ensure clear internal communication** by preparing company updates and summarizing leadership decisions and priorities.
- **Bring consistency and structure** to meetings, documentation, and day-to-day operations through strong organization and attention to detail.

**Key Responsibilities**:
**Executive Support**
- Manage the CEO’s calendar and schedule with precision, protecting time for priorities and adjusting as needed.
- Filter and organize the CEO’s inbox; draft or delegate responses where appropriate, and ensure important communications are surfaced.
- Coordinate travel, prepare daily materials, and keep the CEO organized and focused.

**Meeting & Admin Coordination**
- Prepare agendas, take meeting minutes, and track follow-ups from leadership and operational meetings.
- Support EOS execution by maintaining Rocks, Scorecards, and To-Dos, and ensuring accountability through documentation and follow-up.

**Internal Communication & Social Media**
- Draft internal updates and summaries from leadership notes and support the flow of internal communication.
- Coordinate content scheduling and posting for CEO-level or company-branded social media, using input provided by leadership.

**Project Coordination**
- Build and manage simple project timelines or Gantt charts to track leadership cross functional projects
- Follow up with stakeholders, monitor deadlines, and ensure deliverables are completed on time.
- Maintain momentum on multi-step projects with little oversight.

**HR Administrative Support**
- Support hiring and onboarding tasks such as scheduling interviews, preparing onboarding documents, and coordinating with new hires.
- Maintain organized employee records and assist with policy and document distribution.

**Process & System Support**
- Maintain digital filing systems, templates, and SOPs.
- Adopt and implement new tools and platforms as required to improve workflows.
- Create structure and systems that reduce friction and increase clarity across admin processes

**Personal Assistant Support**
- Provide occasional support with personal scheduling, coordination of appointments, and other personal tasks as needed.
- Coordinate maintenance and insurance logistics for personal vehicles.
- Maintain discretion and professionalism when assisting with personal matters on behalf of the CEO.

**Skills & Competencies**:

- Proven success and growth in an administrative, operations or executive assistant role (experience as an EA is an asset but not required)
- Exceptional attention to detail, with a high standard for accuracy, formatting, and follow-through
- Demonstrated ability to manage shifting priorities and stay organized in a fast-paced, high-growth environment
- Strong judgment and discernment, able to filter information, anticipate needs, and make decisions aligned with CEO priorities
- Clear, professional communication skills across written, verbal, and digital formats
- Proactive and resourceful, with ability to take initiative to solve problems and improve systems without needing to be asked
- Technologically confident, comfortable adopting and implementing new tools and digital systems independently
- Class1 license with clean driver’s abstract required
- Diploma or certificate in Business Administration, Office Administration, or related field preferred
- Exposure to HR administration, EOS (Entrepreneurial Operating System), and leadership support is an asset

**This role is full-time and in-office during