Executive Assistant

KLC kre-a-tiv; Surrey; On-site; CAD 41,000 - 44,000; Full time

Job summary

KLC kre-a-tiv is seeking an Executive Assistant to support two leaders overseeing design standards, operations, and business development in our Surrey studio. You will manage schedules, align priorities, and keep AI-enabled workflows running so neither leader loses thread.

You’ll own the end-to-end pipeline from bids to delivery for the Fill the Gap Collection, draft outreach, track invoices, and coordinate travel.

Qualifications

• Three or more years in an executive assistant, operations coordinator, or similar role.
• Comfort with AI tools day to day — central to how we work.
• Strong written English; you’ll be drafting client-facing communication.
• Confidence with numbers: quotes, invoices, freight costs, order totals.
• Reliable transportation to our Surrey office.
• Legally entitled to work in Canada.

Responsibilities

• Hold the line on deadlines across active builds—know what's due, who owes what, and chase it before it's late
• Maintain our Notion workspace: keep databases current, fix what's gone stale, flag what's broken
• Keep design standards and process documentation up to date as they change
• Prepare and circulate what's needed ahead of internal meetings, then track what came out of them
• Manage calendar and inbox where it helps — screening, scheduling, protecting focus time
• Take the repetitive operational work off their desk permanently, not just today
• Run follow-up on every conversation — nothing goes cold because no one sent the second email
• Keep the sales pipeline and trackers accurate: every lead logged, every stage current, every next step dated
• Draft outreach, follow-ups and meeting recaps for review and sending
• Coordinate travel, meeting bookings and prospecting trip logistics
• Prepare materials ahead of client and partner meetings
• Track partnership commitments and deadlines on both sides
• Own the Fill the Gap Collection pipeline from quote to delivery: quotes, invoices, shipping, and delivery scheduling

Skills

Written English

Multitasking

Stakeholder comms

AI tools

Problem solving

Tools

Notion

Shopify

JobTread

Job description

EXECUTIVE ASSISTANT — OPERATIONS, DESIGN STANDARDS & BUSINESS DEVELOPMENT

We're hiring an Executive Assistant to support the two people who run our inside and outside work — and to make sure nothing they start falls on the floor.

KLC kre-a-tiv is a Surrey-based design company with three pillars: KLC DESIGNS (our interior design practice), the FILL THE GAP COLLECTION (our own furniture and lighting line), and kre-a-tiv VAULT (a platform now in alpha). Our Design & Operations Lead runs systems, operations and design standards. Our Sales & Business Development Lead runs sales, business development and partnerships. Both move fast, both generate more work than they can personally close out, and neither has anyone holding the thread behind them.

That is this job.

WHO YOU WORK WITH

You support two people — our Design & Operations Lead and our Sales & Business Development Lead — who both report to the CEO.

These two are very different people, and you will need to read each of them differently — what works with one will not work with the other. Adapting your approach to the person in front of you is a real requirement of this job, not a soft skill we mention for form's sake. You are also expected to manage competing priorities yourself rather than passing them upward; our CEO sets direction when the business needs something moved, but the week-to-week juggling is yours.

SUPPORTING OPERATIONS AND DESIGN STANDARDS

• Hold the line on deadlines across active builds — know what's due, who owes what, and chase it before it's late
• Maintain our Notion workspace: keep databases current, fix what's gone stale, flag what's broken
• Keep design standards and process documentation up to date as they change
• Prepare and circulate what's needed ahead of internal meetings, then track what came out of them
• Manage calendar and inbox where it helps — screening, scheduling, protecting focus time
• Take the repetitive operational work off their desk permanently, not just today

SUPPORTING SALES AND BUSINESS DEVELOPMENT

• Run follow-up on every conversation — nothing goes cold because no one sent the second email
• Keep the sales pipeline and trackers accurate: every lead logged, every stage current, every next step dated
• Draft outreach, follow-ups and meeting recaps for review and sending
• Coordinate travel, meeting bookings and prospecting trip logistics
• Prepare materials ahead of client and partner meetings
• Track partnership commitments and deadlines on both sides

OWNING THE FILL THE GAP COLLECTION PIPELINE

This is the part of the job nobody currently owns, and it's the reason we're hiring. When an order comes in, somebody has to take it from quote to delivered. You will own it end to end:

• Build and issue quotes from the product and pricing information you're given
• Issue invoices, track what's outstanding, and chase payment politely and persistently
• Keep the sales tracker current through every stage: quoted, invoiced, paid, delivered
• Coordinate freight, shipping and delivery scheduling with suppliers and customers
• Work with our warehouse support on inventory flow and what needs to move when
• Be the person who knows, without looking it up, where every open order stands

We use AI heavily — our Claude workspace drafts most of this and is wired into our systems. You don't need a background in sales operations or bookkeeping. You do need to be fluent enough with AI tools to get good output from them, and sharp enough to catch it when a freight cost or a product spec comes back wrong. The tool does the typing. You own whether it's right.

WHAT THIS ROLE IS NOT

• Not assistant to the CEO. She has her own support.
• Not a design project coordinator. Our interior design projects are run by a separate project manager. You are not specifying finishes, managing trades or sitting in client design meetings.
• Not a pure admin role. We are not hiring someone to wait for instructions. You will be given outcomes and expected to find your own way to them.
• Not a stepping stone to a design career. If what you actually want is to become an interior designer, this will frustrate you and we'd rather you knew that now.

WHO WE'RE LOOKING FOR

• You'd rather make an informed, common sense-driven decision and tell someone than wait three days for permission
• Loose ends bother you. An unanswered email from last Tuesday is a thing you notice
• You can hold two bosses' priorities in your head without dropping either
• You're comfortable saying "that doesn't look right" to someone more senior than you
• You pick up new software quickly and enjoy it rather than dreading it
• You write clearly — our clients and partners will read emails you drafted
• Detail work doesn't bore you, but you also see why it matters

We're a small team. Everyone here does real work and nobody hides behind a title.

WHAT YOU'LL NEED

Required:

• Three or more years in an executive assistant, operations coordinator, sales support or similar role
• Demonstrated comfort working with AI tools day to day — this is central to how we work, not a bonus
• Strong written English; you'll be drafting client-facing communication
• Confidence with numbers: quotes, invoices, freight costs, order totals
• Reliable transportation to our Surrey office
• Legally entitled to work in Canada

Helpful, not required:

• Experience with Notion, Shopify and JobTread
• Background in furniture, interiors, construction or another product-based business
• Experience coordinating freight or logistics
• Exposure to a small business where roles stretch

THE DETAILS

Rate: $30–32 per hour, depending on experience with access to a group benefits program

Hours: Full-time. We have some flexibility toward slightly reduced hours for the right person

Location: On-site at our Surrey office. This is not a hybrid or remote role

Start: As soon as we find the right person