Executive Assistant

20 hours ago

Vancouver BC VC C, Canada Royal Claims Services Full time US$42,000 - US$80,000 per year

About Us:

Royal Claims Services Ltd. is a leading third-party administrator specializing in claims handling across Canada and the Lloyd's of London insurance market. We combine decades of experience with a commitment to innovation, technology, and client-focused service. Learn more about us at

Job Summary

We are seeking a highly organized, professional, and proactive Executive Assistant to support the President and provide occasional assistance to the Claims Manager. This role requires someone with previous EA experience who can manage complex scheduling, keep projects and priorities on track, and handle operational tasks with professionalism and discretion.

The ideal candidate is detail-oriented, tech-savvy, and thrives in a fast-paced environment with multiple moving parts.

Key Responsibilities

Executive Support

  • Manage complex calendars for the President, anticipating scheduling conflicts and ensuring optimal time management.
  • Prepare briefing materials, agendas, and follow-ups for meetings.
  • Take detailed meeting notes and distribute action items or summaries to attendees.
  • Handle confidential and sensitive information with discretion.

Operational & Administrative Support

  • Coordinate domestic and international travel arrangements.
  • Oversee ordering of supplies, office equipment, and small in-office needs.
  • Assist with drafting vendor communications or managing small administrative contracts.
  • Support the Claims Manager as needed with scheduling, documentation, and operational tasks.

Event & Project Coordination

  • Coordinate internal and external events such as team off-sites, client lunches, or board meetings.
  • Ensure documents follow company branding and formatting standards before distribution.
  • Assist with coordinating onboarding schedules for new team members reporting to the President or Claims Manager, keeping stakeholders on task with key dates.

Communication & Coordination

  • Act as the primary point of contact between leadership, internal teams, clients, and external partners.
  • Draft and proofread professional communications, including emails and memos.
  • Track follow-ups and ensure commitments are completed on time.

Process Improvement

  • Suggest and implement systems or tools to improve efficiency and organization.
  • Support company events, communications, and other administrative needs as required.

Qualifications

  • 4+ years of experience as an Executive Assistant supporting senior leadership.
  • Proven experience managing busy calendars and prioritizing competing demands.
  • Strong communication skills (written and verbal) with a professional demeanor.
  • Highly organized with exceptional attention to detail.
  • Proficiency in Microsoft 365 and productivity tools such as Teams, Zoom, and Slack.
  • Ability to handle sensitive information with discretion and professionalism.
  • Proactive, solution-oriented mindset with strong problem-solving skills.

What We Offer

  • Competitive salary based on experience.
  • Comprehensive health and dental benefits.
  • Collaborative and professional work environment in downtown Vancouver.
  • Opportunities for growth and professional development.

Job Type: Full-time

Pay: $60,000.00-$80,000.00 per year

Benefits:

  • Casual dress
  • Company events
  • Dental care
  • Extended health care
  • Flexible schedule
  • Paid time off
  • RRSP match
  • Tuition reimbursement
  • Work from home

Work Location: Hybrid remote in Vancouver, BC V6C 1C8

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