Executive Assistant

Serv Recruitment; Kelowna; On-site; CAD 81,000 - 99,000; Full time

Job summary

Martell Group is seeking an Executive Assistant to support the Chief of Staff in Kelowna. This pivotal role ensures seamless coordination, strategic execution, and exceptional operational excellence in a fast-moving environment.

The right candidate will master calendar management, travel planning, confidential communications, and multi-project support while maintaining the highest level of discretion and adaptability.

Qualifications

• : Proven experience in executive support or high-level administrative roles.
• :
• Exceptional organizational and time management skills.
• :
• Outstanding written and verbal communication abilities.
• :
• Proficiency in project management tools and office software.

Responsibilities

• Manage the Chief of Staff's calendar, including scheduling meetings, coordinating appointments, and resolving conflicts.
• Coordinate travel arrangements and prepare detailed itineraries for business travel.
• Handle correspondence including emails, calls, and scheduling meetings with key partners and clients.
• Manage confidential information with discretion and professionalism.
• Create, refine, and maintain systems to streamline daily operations.
• Support project management efforts to ensure timely completion of goals.
• Prepare meeting agendas, reports, presentations, and follow-up materials.
• Monitor and prioritize professional commitments.
• Ensure operational efficiency by anticipating needs and proactively solving challenges.
• Adapt quickly while balancing a diverse range of responsibilities with professionalism and efficiency.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Tools

Project management tools

Office software

Job description

Serv, a global executive recruitment partner, is hiring on behalf of our client, Martell Group, for an Executive Assistant.

Join the Team:

Martell Group is on a mission to help ambitious entrepreneurs become the best versions of themselves while building extraordinary businesses. Led by award-winning entrepreneur and investor Dan Martell, the company supports founders through world-class education, coaching, media, and investments.

Dan Martell has founded multiple companies, was named Canada's top angel investor, and has invested in more than 40 companies including Udemy, Intercom, and Unbounce.

The team lives by three core values:

• Be the example. Growth mindset.
• Simple scales. We scale with simplicity, not complexity.
• Build the people. We build people, the people build the business.

To learn more please visit: https://danmartell.com

Position Responsibilities

This Executive Assistant role is a pivotal position supporting the Chief of Staff, ensuring seamless coordination, communication, and execution of strategic priorities. This role enables the Chief of Staff to operate at the highest level while helping create operational excellence across a fast-moving organization. The ideal candidate thrives in dynamic environments, anticipates needs before they arise, and consistently creates leverage through exceptional organization and execution.

This role includes:

• Manage the Chief of Staff's calendar, including scheduling meetings, coordinating appointments, and resolving conflicts.
• Coordinate travel arrangements and prepare detailed itineraries for business travel.
• Handle correspondence including emails, calls, and scheduling meetings with key partners and clients.
• Manage confidential information with discretion and professionalism.
• Create, refine, and maintain systems to streamline daily operations.
• Support project management efforts to ensure timely completion of goals.
• Prepare meeting agendas, reports, presentations, and follow-up materials.
• Monitor and prioritize professional commitments.
• Ensure operational efficiency by anticipating needs and proactively solving challenges.
• Adapt quickly while balancing a diverse range of responsibilities with professionalism and efficiency.

Qualifications

• Proven experience in executive support or high-level administrative roles.
• Exceptional organizational and time management skills.
• Outstanding written and verbal communication abilities.
• Proficiency in project management tools and office software.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Ability to thrive in a fast-paced, dynamic environment.
• High emotional intelligence and strong interpersonal skills.
• Discretion and respect for confidentiality.
• Growth mindset and openness to continuous learning and feedback.

Our Ideal Teammate Is Someone Who

• Has experience supporting ultra-high-net-worth individuals, professional athletes, celebrities, founders, or high-profile executives.
• Understands the level of discretion, professionalism, and white-glove service required in high-trust environments.
• Is exceptionally proactive and anticipates needs before they arise.
• Is massively organized and enjoys creating order out of chaos.
• Is comfortable managing strategic communication and high-value relationships.
• Is resourceful, adaptable, and able to operate with minimal direction.
• Demonstrates executive presence, emotional intelligence, and sound judgment.
• Takes complete ownership of outcomes and thrives in a fast-paced environment.
• Brings a hospitality mindset with a passion for creating exceptional experiences behind the scenes.

Location: Kelowna, BC

Salary: $90,000 CAD per year