Executive Assistant & Project Manager

Join to apply for the Executive Assistant & Project Manager role at EviSmart™

Reports To: CEO

Type: Full-time, Permanent

We're seeking an exceptional Executive Project Manager who combines PMP-certified project management expertise with the operational sophistication to serve as the CEO's strategic partner. This is a senior operations role for someone who has mastered complex project delivery while providing high-level executive support that enables leadership to focus on growth and strategy.

• Strategic Project Management & Execution (60%) – Lead high-impact, cross‑functional projects spanning operations, finance, legal, product, and business development
• Develop comprehensive project plans : define scope, build timelines using MS Project/Primavera, identify dependencies, assign ownership, establish governance frameworks
• Drive accountability across teams : track milestones, manage risks, remove blockers, and strategically escalated issues using PMO best practices
• Implement and optimize operational processes, policies, and systems to improve efficiency and scalability
• Manage vendor relationships, contract negotiations, partnership coordination, and procurement activities
• Support business continuity planning, resource allocation, and strategic planning initiatives
• Build and maintain project dashboards and executive reporting frameworks using data analytics tools (Power BI, Tableau, Excel)
• Lead change management initiatives to ensure organizational adoption of new processes and systems
• Conduct financial analysis: budget tracking, forecasting, cost‑benefit analysis, and ROI reporting
• Own strategic initiatives requiring executive oversight: company events, internal communications, operational transformations
• Executive Operations Support (40%) – Serve as the CEO’s strategic partner, manage complex calendars with strategic prioritization, anticipate needs, and ensure optimal time allocation
• Act as trusted proxy in executive meetings when required, representing CEO interests and ensuring follow‑through on key decisions
• Prepare executive‑level briefing materials, presentations, and strategic communications for board meetings, investor relations, and key partnerships
• Orchestrate complex international travel arrangements, including multi‑country itineraries, global mobility considerations, and event logistics
• Manage sophisticated stakeholder relationships across global teams, clients, investors, and partners with diplomacy and discretion
• Serve as gatekeeper and information hub—triaging priorities, managing information flow, ensuring nothing critical falls through cracks
• Coordinate board meetings and investor relations activities, including materials preparation and follow‑up
• Drive organizational alignment through clear communication, documentation, and stakeholder management

• Required Qualifications: PMP Certification (Project Management Professional) — Active and current
• 4-6 years of progressive project management experience, leading complex, multi‑stakeholder initiatives with budgets of $1M+
• Bachelor’s degree required; MBA, Master’s in Project Management, or relevant graduate degree strongly preferred
• Demonstrated success leading cross‑functional projects from planning through execution in fast‑paced environments
• Experience supporting or working closely with C‑suite executives (CEO, President, COO) in a strategic capacity
• Proven ability to build operational systems: process design, documentation, governance frameworks, KPI tracking
• Strong business acumen: understanding of how businesses operate, P&L impact, and strategic decision‑making

• Expert use of MS Project, Primavera P6, Smartsheet, or equivalent project management platforms
• Deep understanding of PMI methodologies (PMBOK), Agile/Scrum, and hybrid approaches
• Risk management, change control, stakeholder analysis, and issue resolution
• Budget development, cost tracking, variance analysis, and financial reporting
• Resource planning, capacity management, and cross‑team coordination

• Process mapping, optimization, and continuous improvement (Lean/Six Sigma experience valued)
• Vendor management, contract negotiation, and procurement oversight
• Data‑driven decision making using analytics tools (Power BI, Tableau, advanced Excel)
• KPI development, dashboard creation, and executive reporting
• Change management and organizational effectiveness

• Strategic thinking: connecting projects to business outcomes and organizational strategy
• Exceptional communication: write and present with clarity to executives, boards, and cross‑functional teams
• Sophisticated stakeholder management: influence without authority, navigate complex organizational dynamics
• Executive presence and judgment: comfortable representing leadership in high‑stakes situations
• Proactive problem‑solving: identify issues before they escalates, drive solutions with resourcefulness
• Discretion and confidentiality: handle sensitive information with utmost professionalism

• Bias for action and ownership mentality : Don’t wait to be told—see what needs to happen and make it happen
• Exceptional organizational skills : Expert at juggling competing priorities while maintaining composure under pressure
• Self‑starter with strategic mindset : Think two steps ahead, anticipate needs, connect dots between initiatives
• Collaborative leader : Build trust across all levels, foster cross‑functional partnerships

• Required: Advanced proficiency in MS Project
• Advanced Microsoft Office Suite (Excel: pivot tables, formulas, data analysis; PowerPoint: executive presentations)
• Budget management and financial planning tools

• Data visualization and reporting: Power BI, Tableau, or Looker
• Document management: SharePoint, Confluence
• Risk management tools: RiskWatch, ARM, or similar
• Process mapping: Visio, Lucidchart, Miro

• Additional certifications : PMI‑RMP (Risk Management), PgMP (Program Management), CAPM, Agile/Scrum, Lean Six Sigma (Green/Black Belt)
• Experience in high‑growth tech companies, startups, or healthcare/medtech environments
• Background in consulting, operations, or business management
• Experience managing global operations, international mobility, or multi‑country teams
• Multilingual capabilities (particularly Mandarin, Korean and French) a plus
• Exposure to venture‑backed companies, investor relations, or board governance
• Experience with regulatory compliance, quality management systems (ISO, GMP), or audit processes

As the Executive Project Manager & Operations Lead , you'll be at the epicenter of EviSmart's growth story. You'll have direct impact on strategic decisions, operational excellence, and organizational effectiveness while working alongside the CEO to shape the company's trajectory.

• Strategic impact : Lead initiatives that define how the company operates and scales
• Executive visibility : Direct partnership with CEO and leadership team
• Professional growth : Clear pathway into Chief of Staff, VP Operations, or COO roles
• Global exposure : Interface with teams, clients, and partners across 26+ countries
• Mission‑driven work : Contribute to technology transforming dental care globally
• Autonomy and ownership : Build and improve systems with significant decision‑making authority

• Implement operational dashboards providing real‑time visibility into key initiatives
• Build project management framework and governance structure adopted company‑wide
• Reduce CEO administrative burden by 40% through systems and process improvements
• Achieve 95%+ stakeholder satisfaction rating from project teams and executives
• Establish vendor management system resulting in 15%+ cost savings or efficiency gains
• EviSmart is an equal opportunity employer committed to diversity, equity, and inclusion.

• Not Applicable

• Full‑time

• Administrative and Project Management
• Industries: Software Development

Location: Surrey, British Columbia, Canada