Executive Assistant

Fresh Tracks Canada Inc.; Vancouver; Hybrid; CAD 75,000 - 90,000; Full time

Job summary

A Canadian vacation company is seeking an experienced Executive Assistant to support the CEO and Vice Presidents. This role involves managing schedules, organizing events, and coordinating projects. Ideal candidates have over 5 years of experience and excellent communication skills. The position offers a salary of $75,000 - $90,000 CAD annually and includes a hybrid work model.

Benefits

3 weeks vacation

Extended health benefits

Community volunteer hours

Paid maternity and parental leave

Qualifications

• 5+ years of full-time experience in executive support or project coordination roles.
• Proven success in handling competing priorities.
• Ability to manage multiple complex projects under tight deadlines.

Responsibilities

• Provide administrative support including calendar management and travel bookings.
• Draft and prepare professional materials including reports and presentations.
• Coordinate and schedule executive meetings and events.

Skills

Calendar management

Travel booking

Exceptional planning

Time management

Interpersonal skills

Education

Bachelor's degree or equivalent in Business Administration or Project Management

Tools

Microsoft Office Suite

Job description

Overview

At Fresh Tracks Canada, we craft tailor-made Canadian vacations for people from all over the world. Since 1996, our team of Canadian Insiders has helped our customers plan their vacations and enjoy life-changing travel experiences.

We believe in keeping our customers front and center in everything we do; focus on serving our customers is one of our core values. Everyone acts and operates as an owner, treating this business as their own. We raise the bar constantly, embracing that nothing is perfect but continuous improvement is key. Our team is made up of passionate, positive experts who drive healthy collaboration by winning or losing as one, and we bring out the best in each other.

About the Role: We are seeking a highly skilled and adaptable Executive Assistant to provide dedicated support to our CEO and Vice Presidents. This role blends traditional executive support with opportunities to contribute at a strategic and project level, making it ideal for someone who thrives on variety and impact.

Reporting to the Director, People Operations, you will act as a trusted partner to our executive team, ensuring they can focus on high-impact priorities while you manage the details with precision and discretion. The right candidate is proactive, resourceful, and thrives on enabling leaders to perform their very best.

Salary Range: $75,000 - $90,000 CAD annually.

This is a hybrid role based in Vancouver. While our standard model is three days per week in the office, there may be weeks where additional in-office presence is required to support the needs of the executive team.

Responsibilities

• Executive & Leadership Support: Provide administrative support including calendar management, travel booking, expense processing, and correspondence.
• Act as the primary liaison for executives, staff, and external stakeholders, ensuring communication is clear and timely.
• Draft, edit, and prepare professional materials including reports, presentations and company-wide communications.
• Meeting & Event Management: Schedule, prepare, and follow up on executive and leadership meetings, including agendas, briefing materials, and minutes.
• Organize and plan executive team events, offsite meetings and retreats; support in the coordination and running of company events and meetings.
• Strategic & Project Coordination: Support quarterly and annual planning cycles, including preparation, facilitation, and tracking outcomes.
• Champion the effective use of company-wide tools to document, monitor, and drive progress on departmental and leadership priorities.
• Partner with executives to track strategic goals, monitor timelines, and ensure alignment and accountability across teams.
• Provide project coordination support for cross-functional initiatives, helping drive outcomes on schedule.
• Operational Excellence & Culture: Balance strategic initiatives with essential day-to-day EA responsibilities; streamline processes to improve executive team efficiency and decision-making; contribute positively to company culture by modeling professionalism, collaboration, and discretion.

Requirements

• 5+ years of full-time experience in executive support and project coordination roles involving direct interaction with senior executives or senior management (e.g., Executive Assistant, Project Coordinator, Chief of Staff).
• Strong background in calendar and travel management, with proven success handling competing priorities.
• Exceptional planning, organizational, and time management skills.
• Excellent attention to detail, accuracy, and follow-through.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to create executive-level materials. Outstanding verbal and written communication skills.
• Ability to work effectively across departments and leadership teams, with highly developed interpersonal skills.
• Experience in project management or coordination is considered an asset.
• Proven ability to manage multiple complex projects under tight deadlines. Self-starter with a proactive mindset, discretion, and the ability to exercise independent judgment.
• Bachelor’s degree or other education in Business Administration, Project Management, or a closely related field is an asset.

Rewards

You may be eligible to receive the following benefits, based on your contract type:

• 3 weeks vacation (4 weeks after your first year)
• Extended health benefits package
• Applauz Recognition
• Comprehensive employee assistance program
• Paid anniversary day off
• Pawternity leave for your new furry family members
• Great working hours
• Friendly and fun team environment with company celebrations and social events
• Access to Canadian travel industry discounts
• DE&I initiatives and events
• Community (volunteer) Hours
• Social Clubs including Book Club & Fitness Club
• Paid Maternity & Parental leave
• Paid Pregnancy loss leave

Diversity, Equity, and Inclusion

We are an equal opportunity workplace. We strongly encourage applications from under-represented communities, diverse backgrounds, identities, and experiences. We don’t judge based on race, religion, ethnic background, sexual orientation, age, marital status, disability, gender identity or anything else that you might bring to the table. We don’t care about where you went to college, your degree, your age, or what names you might have on your resume. Instead, we’re looking for motivated, compassionate people who can execute from the ground up. We also know that everyone has a unique career journey and experience comes in many forms.

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