Executive Assistant & Office Coordinator

Job Title: Executive Assistant & Office Coordinator

Location: This role is fully onsite 5 days a week at our office in Burnaby, BC

Employment Type: Full-Time

Department: Corporate

Reports to: Leadership Team

Salary Range: $85,000 – $90,000 CAD

We are seeking a highly organized, proactive, and professional Executive Assistant & Office Coordinator to support senior leadership while ensuring the smooth day-to-day operations of our office.

This role combines high-level executive support with hands-on office management responsibilities. The ideal candidate is detail-oriented, resourceful, and confident managing multiple priorities in a fast-paced environment. You demonstrate sound judgment, exercise discretion, and respond effectively to changing demands while maintaining a high level of professionalism. You will serve as a trusted partner to leadership and play a key role in maintaining an efficient, well-organized workplace.

Key Responsibilities:

Executive Support

• Provide high-level administrative support to senior leadership
• Manage complex calendars, scheduling, and meeting coordination
• Prepare correspondence, presentations, reports, and briefing materials
• Coordinate executive travel arrangements and expense reporting
• Act as a liaison between executives and internal and external stakeholders
• Support leadership meetings, including agenda preparation and follow-ups
• Anticipate needs and proactively resolve scheduling or operational conflicts

Office Administration

• Order and maintain office supplies and equipment
• Manage employee access cards, parking passes, and related tracking
• Support general administrative tasks, filing, and document organization
• Assist with meeting and event coordination

Kitchen Management

• Oversee the organization and cleanliness of shared kitchen areas
• Monitor and restock kitchen supplies (coffee, snacks, beverages, etc.)
• Coordinate and order lunches or catering for executives and leadership meetings
• Assist with special office events or staff gatherings as required

Qualifications & Skills

• Minimum 2–3 years of experience as an Executive Assistant or Administrative Assistant
• Proven experience supporting senior leaders or executives
• Strong organizational and time-management skills with exceptional attention to detail
• Professional communication skills (written and verbal)
• Demonstrated ability to manage confidential information with discretion
• Strong critical thinking and problem-solving abilities
• Confident managing multiple priorities and shifting deadlines in a fast-paced environment
• Proficiency with Microsoft Office or Google Workspace

This job description reflects the general duties and responsibilities of the role and may be amended or updated from time to time to reflect changing business requirements.

Why Join Us

• Collaborative and professional work environment
• Diverse responsibilities with exposure to executive support
• Opportunity to play a key role in creating a positive office experience