Executive Assistant & Project Manager

EviSmart™; Vancouver; On-site; CAD 70,000 - 90,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits package

Support for professional development

Job summary

A leading technology company is seeking an experienced Executive Assistant & Project Manager to act as a strategic partner to the CEO. The role includes leading cross-functional projects, managing high-level executive support, and optimizing operational processes. Candidates should have a PMP certification and several years of experience in project management. This full-time position offers competitive compensation and a pathway for professional growth within the organization.

Qualifications

• PMP certification required and active.
• 4-6 years of project management experience with budgets over $1M.
• Proven ability to build operational systems and governance frameworks.

Responsibilities

• Lead high-impact, cross-functional projects across departments.
• Manage a complex calendar and anticipate the CEO's needs.
• Prepare executive-level materials for meetings and presentations.

Skills

Project Management

Communication

Data Analysis

Negotiation

Leadership

Education

Bachelor’s degree

PMP Certification

Tools

MS Project

Power BI

Tableau

Job description

Executive Assistant & Project Manager

We’re seeking an exceptional Executive Project Manager who combines PMP‑certified project management expertise with operational sophistication to serve as the CEO’s strategic partner. This senior operations role requires mastery of complex project delivery while providing high‑level executive support that enables leadership to focus on growth and strategy.

Reports To: CEO

Type: Full‑time, Permanent

Location: Vancouver, BC, Vancouver Office – 675 W Hastings St.

Salary: CA$70,000‑CA$90,000

What You’ll Do

Strategic Project Management & Execution (60%)

• Lead high‑impact, cross‑functional projects spanning operations, finance, legal, product, and business development.
• Develop comprehensive project plans: define scope, build timelines using MS Project/Primavera, identify dependencies, assign ownership, establish governance frameworks.
• Drive accountability across teams: track milestones, manage risks, remove blockers, and strategically escalates issues.
• Implement and optimize operational processes, policies, and systems to improve efficiency and scalability.
• Manage vendor relationships, contract negotiations, partnership coordination, and procurement activities.
• Support business continuity planning, resource allocation, and strategic planning initiatives.
• Build and maintain project dashboards and executive reporting frameworks using Power BI, Tableau, or Excel.
• Lead change management initiatives to ensure organizational adoption of new processes and systems.
• Conduct financial analysis: budget tracking, forecasting, cost‑benefit analysis, and ROI reporting.
• Own strategic initiatives requiring executive oversight: company events, internal communications, operational transformations.

Executive Operations Support (40%)

• Serve as the CEO’s strategic partner: manage a complex calendar with strategic prioritization and anticipate needs.
• Act as trusted proxy in executive meetings, representing the CEO and ensuring follow‑through on key decisions.
• Prepare executive‑level briefing materials, presentations, and strategic communications for board meetings, investor relations, and key partnerships.
• Orchestrate complex international travel arrangements.
• Manage sophisticated stakeholder relationships across global teams, clients, investors, and partners with diplomacy and discretion.
• Serve as a gatekeeper and information hub, triaging priorities and ensuring critical items are addressed.
• Coordinate board meetings and investor relations activities, including material preparation and follow‑up.
• Drive organizational alignment through clear communication and documentation.

Required Qualifications

• PMP Certification (Project Management Professional)— active and current.
• 4–6 years of progressive project management experience, leading complex, multi‑stakeholder initiatives with budgets of $1 M+.
• Bachelor’s degree required (MBA, Master’s in Project Management, or relevant graduate degree strongly preferred).
• Demonstrated success leading cross‑functional projects from planning through execution.
• Experience supporting or working closely with C‑suite executives.
• Proven ability to build operational systems, process design, governance frameworks, and KPI tracking.
• Strong business acumen and understanding of P&L impact.

Core Competencies

Project Management Excellence

• Expert use of MS Project, Primavera P6, Smartsheet, or equivalent platforms.
• Deep understanding of PMI methodologies (PMBOK), Agile/Scrum, and hybrid approaches.
• Risk management, change control, stakeholder analysis, and issue resolution.
• Budget development, cost tracking, variance analysis, and financial reporting.
• Resource planning, capacity management, and cross‑team coordination.

Operational Leadership

• Process mapping, optimization, and continuous improvement (Lean/Six Sigma experience valued).
• Vendor management, contract negotiation, and procurement oversight.
• Data‑driven decision‑making using analytics tools.
• KPI development, dashboard creation, and executive reporting.
• Change management and organizational effectiveness.

Executive‑Level Capabilities

• Strategic thinking: connecting projects to business outcomes.
• Exceptional communication, writing and presenting with clarity to executives and boards.
• Sophisticated stakeholder management: influence without authority.
• Executive presence and judgment, representing leadership in high‑stakes situations.
• Proactive problem‑solving and resourceful solutions.
• Discretion and confidentiality.

Personal Attributes

• Bias for action and ownership mentality—see what needs to happen and make it happen.
• Exceptional organizational skills and ability to juggle competing priorities.
• Self‑starter with a strategic mindset.
• Collaborative leader who builds trust across all levels.

Technical Skills

• Advanced proficiency in MS Project, the Microsoft Office Suite, and Google Workspace.
• Strong budget management and financial planning tools.

Strongly Preferred

• Data visualization and reporting: Power BI, Tableau, or Looker.
• ERP/CRM systems: Oracle, SAP, Salesforce, NetSuite.
• Document management: SharePoint, Confluence.
• Risk‑management tools: RiskWatch, ARM.
• Process mapping: Visio, Lucidchart, Miro.

Preferred Qualifications (Strong Assets)

• Additional certifications (PMI‑RMP, PgMP, CAPM, Agile/Scrum, Lean Six Sigma).
• Experience in high‑growth tech companies, startups, or healthcare/medtech environments.
• Background in consulting, operations, or business management.
• Experience managing global operations, international mobility, or multi‑country teams.
• Multilingual capabilities—particularly Mandarin, Korean, and French.
• Exposure to venture‑backed companies, investor relations, or board governance.
• Experience with regulatory compliance, quality management systems (ISO, GMP), or audit processes.

Why This Role Matters

As the Executive Project Manager & Operations Lead, you will sit at the epicenter of EviSmart’s growth. You will directly influence strategic decisions, operational excellence, and organizational effectiveness while working closely with the CEO to shape the company’s trajectory.

• Strategic impact: lead initiatives that define how the company operates and scales.
• Executive visibility: partnership with the CEO and leadership team.
• Professional growth: clear pathway into Chief of Staff, VP Operations, or COO roles.
• Global exposure: interface with teams, clients, and partners across 26+ countries.
• Mission‑driven work: contribute to technology transforming dental care globally.
• Autonomy and ownership: build and improve systems with significant decision‑making authority.

What We Offer

• Competitive compensation: salary commensurate with experience plus performance bonuses.
• Comprehensive benefits package: health, dental, vision.
• Professional development: support for continuing education, certifications, conferences.
• Growth trajectory: real opportunity to grow into senior operations leadership.
• Collaborative culture: fast‑moving team where expertise and contributions are valued.
• Meaningful mission: help transform global dental care through innovative technology.

Success Metrics (First 12 Months)

• Successfully deliver 3+ strategic projects on time and within budget.
• Implement operational dashboards providing real‑time visibility into key initiatives.
• Build project management framework and governance structure adopted company‑wide.
• Reduce CEO administrative burden by 40% through systems and process improvements.
• Achieve 95%+ stakeholder satisfaction rating from project teams and executives.
• Establish vendor management system resulting in 15%+ cost savings or efficiency gains.

EviSmart is an equal‑opportunity employer committed to diversity, equity, and inclusion.

Seniority level

Mid‑Senior level

Employment type

Full‑time

Job function

Project Management and Information Technology; Industries: Software Development