Executive Assistant

Who We Are

Top Down Ventures is a full-service investment firm providing capital and scaling expertise to emerging software companies on the verge of greatness. We specialize in the Managed Service Provider (MSP) and Software-as-a-Service (SaaS) markets and bring deep experience across operations, sales, and marketing.

What sets us apart is our hands-on approach. In addition to investment capital, we actively support our portfolio companies with proven go-to-market expertise—allowing founders and leadership teams to stay focused on product development, engineering, and management while we help navigate growth and scale.

About the Role

We're looking for a highly capable Executive Assistant (EA) to support our senior Managing Director. This is a fast-paced, high-trust role for someone who thrives on ownership, organization, and anticipates needs before they arise. You'll act as a true right-hand partner—helping create structure, protecting time, and ensuring the Managing Director can focus on the highest-impact work.

This role goes beyond traditional administrative support. You'll use sound judgment, strong communication and organizational skills to help the Managing Director operate at maximum effectiveness while also owning logistics for key meetings and events. No two days will look the same, and that's part of the fun.

This role will be required to be in-office on a hybrid basis. 

What You'll Be Responsible For

• Manage and prioritize email, including drafting and responding on behalf of the Managing Director when appropriate.
• Serve as a liaison with internal team members and external partners at all levels.
• Prepare meeting agendas, briefing materials, presentations, and follow-up items.
• Provide administrative and organizational support that increases the Managing Director's availability for executive-level responsibilities.
• Support project coordination across multiple initiatives, moving quickly between priorities as needed.
• Plan, coordinate, and manage events including leadership meetings, offsites, investor meetings, and company sponsored events (logistics, timelines, vendors, materials, follow-up, etc.).
• Ensure events and meetings are well-organized, professionally executed, and aligned with leadership objectives.
• Support marketing initiatives, including social media management, event registration coordination, outreach efforts, and other items as needed.
• Proactively identify opportunities to improve systems, workflows, and organization across administrative and operational tasks.
• Manage and maintain the Managing Director's calendar, including scheduling internal and external meetings, calls, and appointments.
• Coordinate complex travel arrangements, including flights, accommodations, ground transportation, and itineraries.
• Handle sensitive and confidential information with professionalism and discretion.

About You

You're someone who:

• Is highly competent, proactive, and a true self-starter—you don't need much direction to be effective.
• Thrives in a fast-paced, high-expectations environment and can manage multiple priorities at once.
• Has excellent judgment and is comfortable making independent decisions when appropriate.
• Is highly organized, detail-oriented, and enjoys creating structure and order.
• Loves processes, systems, and tools that make work more efficient.
• Is curious about AI and automation and enjoys finding ways to work smarter, not harder.
• Is confident and comfortable communicating with new people and vendors.
• Has a strong "can-do" attitude and is willing to go above and beyond to get things done.
• Brings sound judgment, discretion, and professionalism to everything you do.

Experience & Qualifications

• 3+ years of experience supporting executives in a fast-paced environment.
• Experience in tech, SaaS, startups, or investment environments is a strong plus.
• Proven experience with calendar management, email management, and executive support.
• Experience with event planning, event coordination, and social media management is strongly preferred.
• Experience using Asana (or similar project management tools) to track tasks and deadlines.
• Comfortable working with modern tools (Google Workspace, Slack, Zoom, project management tools, etc.).
• Ability to quickly learn new systems and adapt as tools and processes evolve.
• Willingness and ability to travel several times per year to support company events, conferences, and partner engagements.

Why Join Us

• Top-tier benefits with 100% employer-paid extended health and dental coverage.
• Professional development budget to keep growing your skills and investing in your career.
• Our office is located in the iconic Marine Building, right in the heart of downtown Vancouver.
• Stunning ocean and mountain views from one of the city's most exclusive business neighborhoods.
• Easy commute with close access by SkyTrain, West Coast Express, bike (secure bike room), or car.
• Access to a premium gym right in the building, making it easy to squeeze in a workout without disrupting your day. 
• Stocked kitchen with organic local coffee and snacks.
• Mac laptops so you can do your best work.

Why You'll Love Working at Top Down Ventures

Our culture is built around three core principles that guide how we work together and how we measure success. These values shape an environment that's fast-paced, empowering, and genuinely rewarding.

1. Autonomy: We believe the greatest driver of productivity is ownership. You're trusted to take initiative, make decisions, and innovate—without micromanagement or hand-holding. If you see a better way to do something, you're empowered to run with it.
   
2. Performance: We focus on outcomes, not hours. Quality of work, follow-through, and impact matter more to us than time spent at a desk. We value people who take pride in delivering excellent results.
3. Passion: We're united by a shared sense of purpose and momentum. We work hard, support one another, and celebrate wins—big and small—along the way. Success is a team sport here, and we genuinely enjoy building together.

Want to learn more about us? Check out our website here

Location

Vancouver, British Columbia (Hybrid)

Department

Administration

Employment Type

Full-Time

Minimum Experience

Experienced

Compensation

$80,000 - $90,000