Executive Assistant

Magna Search Group; Vancouver; On-site; CAD 90,000 - 130,000; Full time

Job summary

Magna Search Group in Vancouver is seeking an Executive Assistant and Recruitment Leader to run day-to-day operations, manage projects, and implement AI-driven improvements. This is not a traditional EA role; you will own client and candidate experiences, lead small teams, and partner with leadership to create faster, smarter processes.

You’ll be on the phone with clients and candidates, build relationships, and drive execution from concept to completion, leveraging CRM/ATS and tech to automate

Qualifications

• Executive-level support and project management experience in a high-performance environment.
• Strong communication and relationship-building with senior stakeholders.
• Comfort with technology and AI-enabled processes.
• Ability to own client and candidate experience end-to-end.
• Excellent organizational skills and proactive mindset.

Responsibilities

• Recruiting, sourcing, interviewing, and client/candidate outreach.
• Own operational priorities and keep the business moving.
• Running small teams and getting the most out of them.
• Manage multiple recruitment and business projects from “we should do this” to “it’s done.”
• Keep people, deadlines, deliverables and priorities on track.
• Work directly with leadership on key business initiatives.
• Identify problems, find solutions and fix things before they become bigger problems.
• Manage client and candidate communication and follow-up.
• Build processes, improve workflows and create efficiencies.
• Use AI and technology to automate repetitive work and improve how we operate.
• Work with CRM, ATS, spreadsheets, databases and other business systems.
• Keep communication tight and ensure nothing gets dropped or forgotten.

Skills

Smart

Proactive

Extremely organized

Tech-savvy

Great communicator

Business-minded

Resourceful

Fast-moving

Hard-working

Tools

CRM

ATS

Spreadsheets

Databases

Job description

Executive Assistant and Recruitment Leader

Downtown Vancouver

In Office M-F

The Opportunity

We’re looking for a high-calibre operator to help run and improve the day-to-day business.

This is NOT a traditional EA role. You don’t need recruitment experience. We want someone from corporate executive support, operations, project management, consulting, professional services, technology, or another high-performance environment who knows how to take ownership and get things done and is all about ppl!

You’ll work closely with leadership and our team to manage projects, improve processes, implement AI and technology, and make the business faster, smarter, and more efficient.

Think: part operator, part project manager, part problem-solver.

Importantly, you will be on the phone, running client calls, speaking with candidates, and owning the client and candidate experience from start to finish. You enjoy working with people, building relationships, and making things happen, this is a big part of the role and something you genuinely want to do.

Day to day:

• Recruiting, Sourcing, Interviewing, and calling clients and candidates
• Own operational priorities and keep the business moving.
• Running small teams and getting the most out of them
• Manage multiple recruitment and business projects from “we should do this” to “it’s done.”
• Keep people, deadlines, deliverables and priorities on track.
• Work directly with leadership on key business initiatives.
• Identify problems, find solutions and fix things before they become bigger problems.
• Manage client and candidate communication and follow-up.
• Build processes, improve workflows and create efficiencies.
• Use AI and technology to automate repetitive work and improve how we operate.
• Work with CRM, ATS, spreadsheets, databases and other business systems.
• Keep communication tight and ensure nothing gets dropped or forgotten.

Who You Are

You’re the person people rely on when something important needs to get done.

You are:

• Smart — you figure things out.
• Proactive — you don’t wait to be told what to do.
• Extremely organized — details don’t slip through the cracks.
• Tech-savvy — you learn systems quickly and are excited about AI.
• A great communicator — equally comfortable with a CEO, client, candidate or teammate.
• Business-minded — you understand priorities and make good decisions.
• Resourceful — if you don’t know how to do something, you figure it out.
• Fast-moving — you have urgency and don’t let things sit.
• Hard-working — you bring serious energy and ownership to the job.

You need to be comfortable talking to people AND sitting at a computer getting things done.

Where You Might Come From

• Business Operations
• Project Management
• Management Consulting
• Business Analysis
• Professional Services
• Corporate Operations
• Startup Operations
• Another high-performance corporate environment

Corporate experience and strong business acumen are important. We want someone who can operate professionally, work with senior stakeholders and make decisions without needing everything spelled out.

What We Don’t Want

• Someone who needs constant direction.
• Someone who waits for permission to solve obvious problems.
• Someone who is uncomfortable with technology.
• Someone who talks a great game but doesn’t execute.
• Someone who executes but can’t communicate.
• Someone who doesn’t follow up or close the loop.
• Someone looking for a slow, predictable environment.

The Bottom Line

Smart. Organized. Tech-savvy. Business-minded. Great with people. Relentless about execution and wants to run searches themselves to completion.

If that sounds like you, we want to meet you.

Compensation: Base Salary + Placement Commission.