Executive Assistant

Martell Media; Kelowna; On-site; CAD 60,000 - 80,000; Full time

Job summary

A fast-paced venture studio in Kelowna seeks an Operations Executive Assistant to manage office operations and support the Portfolio Growth Leader. This role requires a proactive approach in a high-velocity environment, alongside strong organisational skills. Candidates should have at least 3 years in an administrative or operations role with proficiency in Google Suite and AI tools. The position emphasizes efficiency, clear processes, and direct impact on daily operations.

Qualifications

• 3+ years in EA or administrative roles.
• Strong proficiency with AI tools.
• Ability to manage multiple priorities.

Responsibilities

• Manage schedules and task coordination.
• Prepare meeting materials and agendas.
• Maintain organised systems in various tools.

Skills

Tech-savvy

Excellent written communication

Operational mindset

Attention to detail

Organisational skills

Tools

Google Suite

Notion

Slack

Project management software

Job description

Martell Ventures is not your typical venture studio. We’re an AI-native incubator backed by world-class operators, built to launch scalable companies that solve real problems for small and mid‑sized businesses (SMBs) around the world.

Our mission is clear: empower high‑agency founders to build enduring, profitable companies that create massive impact through automation, intelligence, and personalization.

Are you ready to join a team that moves at break‑neck speed, backs big bets on bold ideas, and refuses to settle for “good enough”? At Martell Ventures, we don’t just build companies, we ignite category‑defining products and back them with our full force. If you thrive under pressure, crave radical ownership, and want your work to drive real ROI for entrepreneurs, read on.

This isn’t a place for the faint of heart. We set ambitious targets, iterate at lightning pace, and expect you to own outcomes end‑to‑end. If you’re looking for incremental improvements or a steady 9‑to‑5, this isn’t the role for you. But if you’re hungry for growth, opportunity, and impact—and you love the thrill of building from zero to one, welcome home.

Our Core Values

• ✅ High Velocity Execution: We move fast, make data‑driven decisions, and prioritize impact over process.
• ✅ AI-First Mindset: Every investment and incubation initiative must leverage AI to create leverage and efficiency.
• ✅ Customer-Driven Development: We invest in products we can use ourselves and scale through our network.
• ✅ Radical Ownership: Every team member is responsible for delivering results and making an impact.

What to Expect

• 1‑min intro video (Loom, Vidyard, or Google Drive – share your link below)
• Application review
• Strengths assessment – how you learn and do
• In‑person interview – values and culture fit
• Paid test project – work with us, like you’re already on the team
• Final call with our CEO
• Offer – if we’re both excited, we move forward fast

About the Role

We are hiring an Operations Executive Assistant to own office operations and act as the executive assistant to the Portfolio Growth Leader. This is a fast‑paced, high‑trust role at the centre of daily execution in our Kelowna office.

You will run the office, keep internal operations tight, and ensure the Portfolio Growth Leader is fully supported, organised, and focused on the highest‑impact work. This includes calendar and priority management, meeting preparation and follow‑up, task tracking, internal coordination, and hands‑on operational support across the portfolio.

This is not a traditional admin role. You’ll operate as an extension of leadership, proactively managing details, systems, and workflows in a high‑velocity environment. You must be tech‑savvy, highly organized, comfortable with ambiguity, and able to move quickly without losing precision.

Success in this role requires strong judgment, discretion, and the ability to juggle multiple priorities while keeping the office and leadership operations running smoothly, efficiently, and professionally - every day.

This role is ideal for someone who loves structure, processes, and organisation and who takes pride in helping a business run efficiently behind the scenes.

What You’ll Do

• Support daily operations by managing schedules, internal communications, and task coordination
• Prepare meeting materials, agendas, notes, and track operational action items
• Maintain organised systems in Google Suite, Notion, and project management tools
• Assist in developing and improving operational processes and documentation
• Coordinate with founders, partners, and internal teams for logistics or project support
• Use AI tools and automation to streamline repetitive tasks and workflows
• Help maintain on‑site operations, office organisation, supplies, and general administrative functions
• Handle confidential and sensitive information with discretion

What You Bring

Required

• 3+ years in an EA, administrative, or operations coordinator role
• Tech‑savvy with the ability to learn and leverage AI tools
• Strong proficiency in Google Suite, Slack, Notion, and project management software
• Excellent written and verbal communication skills
• Exceptional attention to detail, organisation, and follow‑through
• Ability to manage multiple tasks and priorities in a fast‑paced environment
• Strong operational mindset. You like efficiency, structure, and clear processes

Preferred

• Operations or project coordination experience
• Experience in process creation, documentation, or workflow optimisation
• Previous experience in a fast‑moving, high‑growth environment
• Love creating order, structure, and clean systems
• Anticipate needs and solve problems before they become issues
• Communicate clearly and follow through quickly
• Are proactive, reliable, and highly organised
• Enjoy improving processes and finding ways to make work more efficient
• Thrive in an on‑site role where you can directly impact operations every day

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