Executive Assistant

Hiive; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Benefits offered by this job

Highly competitive salary

Employee stock option plan

100% employer-paid health and dental premiums

Commuter benefit

Engaging social calendar and team events

Job summary

A leading financial services platform in Vancouver seeks an Executive Assistant to support the executive team. In this role, you will manage complex schedules, coordinate logistics for business engagements, and handle communications. The ideal candidate will exhibit exceptional organizational skills, verbal and written communication, and a high proficiency in Google Workspace. You'll enjoy competitive compensation and work in a dynamic, inclusive, and entrepreneurial culture, with health benefits, stock options, and significant growth opportunities.

Qualifications

• Exceptional organizational and time-management skills.
• Strong written and verbal communication capabilities.
• Experience negotiating and managing vendor relationships.
• High proficiency in Google Workspace and comfortable using AI tools.
• Ability to handle sensitive information with discretion.

Responsibilities

• Act as a trusted partner to the executive team.
• Manage correspondence and requests efficiently.
• Own complex calendars and anticipate conflicts.
• Lead logistics for business trips and meetings.
• Prepare high-quality documents and presentations.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Negotiation

Google Workspace proficiency

Using AI tools

Confidentiality

Problem-solving

Attention to detail

Education

Post-secondary education in business administration or related field

Tools

Google Workspace

Project management tools (Notion, Asana)

Job description

About Hiive

Hiive is redefining how private companies and their shareholders access liquidity. Through its institutional‑grade platform, Hiive brings together buyers, sellers, and issuers to facilitate secondary transactions in venture‑backed, pre‑IPO companies, introducing efficiency, transparency, and standardization to an otherwise opaque asset class.

Recognized as one of Canada’s fastest‑growing companies and backed by leading U.S. investors, Hiive is profitable, well‑capitalized, and building a high‑performance team to meet growing demand and pursue new market opportunities.

Hiive is committed to fostering an inclusive workplace where all individuals have an opportunity to succeed.

Executive Assistant

As an Executive Assistant at Hiive, you will be a key partner to the executive team. Taking full ownership of the moving parts that surround our leaders, anticipating needs, solving problems before they surface, and ensuring nothing stands between them and the work that moves the business forward. You’ll work across every part of the organization, acting as a trusted point of contact for internal teams, board members, and external partners. In a company moving as quickly as Hiive, your ability to stay ahead, work with AI‑powered tools, and operate with discretion and good judgment will have a direct impact on how effectively our leadership operates.

Responsibilities

• Act as a trusted partner to the executive team, managing their time, priorities and logistics so they can operate at their best.
• Manage correspondence, priorities, and incoming requests across multiple channels on behalf of the executive team—drafting, routing, and following up with professionalism and speed.
• Own complex, multi‑timezone calendars across multiple leaders: anticipate conflicts, make judgement calls, and coordinate directly with stakeholders to keep things moving.
• Lead end‑to‑end logistics for business trips and high‑stakes meetings, from venue sourcing and coordinating 20‑30 meeting schedules to building briefing materials and every detail in between.
• Handle all travel arrangements with precision and creativity, ensuring every trip runs smoothly regardless of what comes up.
• Prepare high‑quality documents, presentations, and briefing materials that reflect well on the leaders you support.
• Handle a broad range of tasks, professional and personal, with the same level of care, urgency, and discretion.
• Keep confidential information confidential, always.
• Stay two steps ahead and solve problems before they become problems.

Required skills

• Exceptional organizational and time‑management skills with the ability to juggle competing priorities across multiple leaders.
• Strong written and verbal communication—polished, professional, and concise.
• Comfortable negotiating with external parties and managing vendor relationships from sourcing through delivery.
• Confident managing internal stakeholders at all levels, including senior leadership.
• High proficiency in Google Workspace.
• Comfortable using AI tools (such as Gemini, ChatGPT, Claude, or similar) as part of your daily workflow to draft communications, summarize information, and streamline administrative tasks.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Proactive, resourceful, and comfortable operating with ambiguity and minimal direction.
• Proven experience planning and executing complex travel, domestically and internationally, with a strong eye for logistics, timing, and the unexpected.
• Strong attention to detail and follow‑through.
• Ability to remain composed and effective under pressure.

Preferred skills

• Experience supporting a C‑suite or senior executive, ideally in a fast‑paced environment.
• Experience in a fast‑paced startup, investment, or financial services environment.
• Familiarity with project management tools (Notion, Asana, etc.).
• A creative streak: whether it’s finding an unconventional solution, planning a memorable experience, or presenting information in a fresh way, you bring imagination to your work.
• Experience in a chief of staff or senior PA capacity, supporting leaders across both professional and personal priorities.
• Post‑secondary education in business administration or a related field.

Compensation, benefits & perks

• Highly competitive salary commensurate with experience and contribution.
• Opportunity to participate in ownership of a rapidly growing company through our employee stock option plan.
• Comprehensive 100% employer‑paid health and dental premiums, a health and personal spending account.
• If you are based in Vancouver, enjoy a dedicated desk in our Vancouver, BC HQ, in the heart of downtown, with a fridge stocked with healthy snacks and drinks, an onsite gym, and a gorgeous rooftop amenity.
• Enjoy a $20‑per‑day commuter benefit for every day you work in our Vancouver HQ.
• An engaging social calendar, including bi‑weekly catered lunches, bi‑weekly “Friday bar,” team workouts, annual summer party, holiday party, two “onsite” all‑team retreats each year, semi‑annual team‑building events, and Hiive Women’s Network events.
• Significant opportunities for growth into team leadership and management roles.
• Entrepreneurial culture and a small and dynamic team.
• Sponsorship, immigration, and relocation for exceptional candidates.