Executive Assistant

TalentMinded Inc.; New Westminster; On-site; CAD 75,000 - 80,000; Full time

Job summary

TalentMinded Inc. is seeking an Executive Assistant in New Westminster, BC to provide high-level support to senior leadership. You will coordinate meetings, manage calendars, prepare briefing materials, and act as a central contact to keep the executive office running smoothly.

You will partner across teams to drive execution on critical initiatives, anticipate needs, and maintain discretion. This on-site role offers a path to shape how an expanding organization operates at the highest level.

Qualifications

• Foresight to anticipate needs and priorities.
• Strong organizational skills for complex calendars and communications.
• Ability to build trusted relationships with leaders and stakeholders.
• Proactive mindset to identify efficiencies and improve processes.

Responsibilities

• Create clarity by structuring priorities and coordinating agendas.
• Drive execution by managing schedules, meetings, briefings, and follow-up actions.
• Build trusted relationships with senior leaders and cross-functional teams.
• Strengthen the executive office by proposing process improvements and efficiencies.

Skills

Foresight

Organizational skills

Relationship-building

Process improvement

Job description

Reporting to a senior executive, our client is hiring an Executive Assistant to provide high-level executive support in a highly visible role. As our new Executive Assistant, you will act as a trusted partner, managing priorities, coordinating communications, and ensuring the smooth operation of a busy executive office. Working across leadership teams, you will coordinate meetings, support governance activities and strategic initiatives, and serve as a central point of contact while exercising sound judgment, discretion, and professionalism in every interaction.

This is a full time on-site role based in New Westminster, BC.

Why this role?

This is an opportunity to join a private equity-backed organization at an exciting stage of growth where your work will have a direct impact on how the executive office operates. As the Executive Assistant, you will partner closely with senior leadership, helping bring structure to competing priorities, coordinating critical initiatives, and ensuring important work moves forward seamlessly. Working across the organization, you will build trusted relationships, gain broad exposure to strategic priorities, and have the opportunity to improve processes that support a dynamic, scaling business.

As their new Executive Assistant, you will:

• Create clarity. You will bring structure to competing priorities, ensuring your executive is prepared, informed, and focused on what matters most. Through thoughtful planning, sound judgment, and a proactive approach, you will anticipate needs, manage changing demands, and keep work moving forward with confidence.
• Drive execution. You will oversee a complex and ever-changing schedule, coordinate meetings and events, prepare correspondence, presentations, and briefing materials, and manage follow-up actions. You will be the person who connects the details, ensuring commitments are met and nothing falls through the cracks.
• Build trusted relationships. Working across the organization, you will partner with senior leaders and key stakeholders, acting as a central point of coordination for executive activities and strategic initiatives. Your professionalism, discretion, and ability to navigate competing priorities will make you a trusted resource and valued partner.
• Strengthen how the executive office operates. In a growing, evolving organization, you will continuously look for opportunities to improve processes, introduce efficiencies, and enhance the way work gets done. Whether refining workflows, implementing new approaches, or identifying opportunities for improvement, you will help build an executive office that is proactive, responsive, and positioned to support a scaling business.

You bring:

• The foresight. You know how to stay three steps ahead. You anticipate needs before they arise, adapt quickly as priorities shift, and use sound judgment to make informed decisions in a dynamic environment. You are at your best when bringing calm, structure, and momentum to complex work.
• The organizational expertise. You have experience supporting senior leaders while managing multiple priorities with accuracy and professionalism. From coordinating complex calendars and executive meetings to preparing polished materials and tracking critical follow-up actions, you create confidence through your attention to detail and exceptional execution.
• The relationship-building skills. You communicate with professionalism, tact, and discretion, building trust with leaders, colleagues, and stakeholders at every level. You know how to navigate sensitive situations, handle confidential information, and collaborate effectively across teams.
• The drive to improve. You don't simply maintain processes—you look for ways to make them better. Resourceful and proactive, you enjoy solving problems, identifying efficiencies, and finding practical solutions that help people work more effectively. You take pride in being someone others can depend on to deliver high-quality work and keep important priorities moving.

Compensation:

The salary range for this position is $75,000–$80,000 CAD, commensurate with experience, along with a comprehensive benefits package.

What you can expect from the interview process:

• A virtual interview with a Talent Advisor to discuss your interest in the role and your experience. The conversation will be recorded using BrightHire, an AI-powered interview platform. More details will be shared when you are invited to interview.
• A virtual interview with the Human Resources team and the Hiring Manager focused on your experience supporting senior leaders, your approach to managing competing priorities, and how you build trusted relationships.
• A final interview with the Hiring Manager and members of the leadership team to explore your communication style, judgment, problem-solving approach, and how you would contribute in a collaborative, fast-evolving organization.

Should you require accommodation in any aspect of the selection process, please contact us at [e-mail], and we will be happy to help.