Executive and Office Coordinator

Intellect Design Arena Ltd; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading tech firm is seeking an Executive and Office Coordinator to provide high-level administrative support to the Executive VP and ensure the smooth operations of the Vancouver office. The ideal candidate will manage schedules, oversee office tasks, and coordinate team activities. Candidates should have over 5 years of experience in similar roles, possess strong organizational skills, and be proficient in Google Suite. This is a full-time opportunity with responsibilities that require discretion and professionalism.

Qualifications

• 5+ years of experience supporting senior leaders and/or managing office operations.
• Ability to juggle multiple priorities and deadlines.
• High level of discretion and professionalism.

Responsibilities

• Provide high-level administrative support to the EVP.
• Oversee day-to-day operations of the Vancouver office.
• Build strong working relationships with internal teams.

Skills

Proficiency with Google Suite

Organizational skills

Time-management skills

Communication skills

Interpersonal abilities

Education

Diploma or degree in business administration

Job description

Job Title: Executive and Office Coordinator

Location: Vancouver/Toronto, Canada (Onsite)

Job Type – Full Time

Job Summary

Join Intellect Design as the Executive and Office Coordinator, where you’ll play a pivotal role in supporting the Executive VP, while also ensuring the smooth day‑to‑day operations of the Vancouver office.

This is a highly trusted, hands‑on role at the intersection of executive support, office operations and cross‑functional coordination. You will act as a key partner to the EVP and leadership team, anticipating needs, managing priorities and creating structure so leaders and teams can operate at their best.

What you’ll be doing:

Executive Support

• Provide high‑level administrative and operational support to the EVP including proactive calendar management, inbox coordination, meeting logistics and travel arrangements.
• Organize leadership, departmental and cross‑functional meetings; prepare agendas, compile and distribute materials, record minutes and track action items.
• Draft, edit and format executive‑level correspondence, presentations, briefing notes and internal communications.
• Anticipate emerging issues and priorities; provide recommendations and support decision‑making in a fast‑paced environment.
• Act as a trusted liaison between the EVP and internal teams, representing the EVP’s perspective when appropriate and ensuring alignment across stakeholders.
• Handle sensitive and confidential information with discretion and professionalism.

Office and Operations Coordination

• Support day‑to‑day operations of the Vancouver office by managing administrative tasks, overseeing office supplies and maintaining facilities.
• Coordinate onboarding logistics for new hires within the Vancouver team, partnering closely with HR, IT and internal stakeholders.
• Maintain accurate filing systems and documentation, including contracts, approvals, signing authorities and expense records.
• Process and track expense claims, invoices, purchase orders and procurement requests while maintaining accurate records.
• Coordinate vendor relationships, request quotes and support procurement and delivery of services or materials.
• Set up in‑person and virtual meetings, including room bookings, webinars, catering and equipment coordination.

Relationship & Stakeholder Management

• Build strong working relationships with internal teams and external partners to support the EVP in achieving business, operational and client objectives.
• Serve as a key point of contact for office‑related inquiries, ensuring timely communication and resolution.

What you’ll have:

• A diploma or degree in business administration or a related field, or an equivalent combination of education and experience.
• 5+ years of experience supporting senior leaders and/or managing office operations in a dynamic business environment.
• Strong proficiency with Google Suite (Docs, Sheets, Slides, Gmail and Calendar).
• Exceptional organizational and time‑management skills, with the ability to juggle multiple priorities and deadlines.
• Proven ability to anticipate needs, work independently and exercise sound judgment.
• Confidence to act on behalf of senior leaders when appropriate and make effective, well‑informed decisions.
• Excellent written and verbal communication skills with strong interpersonal abilities.
• High level of discretion, professionalism and integrity when handling confidential information.
• A reputation for reliability, follow‑through and delivering on commitments.