Executive Assistant - Thinkingbox

Thinkingbox; Vancouver; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Dog-friendly offices

401k matching

Flexible time off

Office lunches

Unlimited coffee and snacks

Branded company swag

Comprehensive extended health benefits

Job summary

Thinkingbox in Vancouver is seeking an Executive Assistant to support the COO and Chief Creative Officer, managing calendars, travel, meetings, and administrative tasks. The role spans office coordination, project support across departments, and culture events, fostering a positive office culture.

The ideal candidate is a friendly, professional multitasker with excellent communication skills, who can adapt quickly as priorities shift and maintain accuracy and follow-through.

Qualifications

• Experience in office coordination or administrative roles preferred.
• Experience supporting executives is an asset.

Responsibilities

• Assist with managing calendars and scheduling for executives.
• Coordinate calendars, travel, meetings and follow ups; adapt plans as priorities change.
• Assist leadership with research and administrative tasks.
• Greet visitors and manage office communications.
• Answer phones and manage mail and packages; maintain organized office.
• Coordinate vendors and onboarding tasks.
• Support multiple internal projects and prepare documents for meetings.
• Plan and execute office events and team activities.
• Support expense tracking and office supplies.

Skills

Multitasking

Communication

Proactive

Executive support

Job description

What You'll Be Doing

Executive Assistant Support

Assist with managing calendars and scheduling for the Chief Operations Officer and Chief Creative Officer

Coordinate calendars, travel, meetings, and follow ups, proactively adapting plans as priorities and schedules change.

Assist leadership with research and administrative tasks

Office Coordination

Greet all visitors and serve as the first point of contact for the office

Answer phones and manage incoming/outgoing mail and packages

Maintain a clean, organized, and well stocked office environment

Coordinate vendors including cleaning services, suppliers, and building contacts

Assist with onboarding tasks such as desk setup and office access

Project Coordination

Support multiple internal projects simultaneously, ensuring work continues to move forward even as priorities shift

Help prepare documents, presentations, and meeting materials

Collaborate across departments on assigned projects

Culture and Events

Champion a positive and connected office culture

Plan and execute office events, team lunches, social gatherings, and holiday celebrations

Coordinate industry related outings and community engagement activities

Partner with the People and Culture team on company programs

Administrative Support

Support expense tracking

Order office supplies and equipment

Handle general administrative tasks as needed

What You'll Bring

Friendly, professional, and people focused

Strong multitasker with the ability to prioritize and stay ahead of needs

Excellent written and verbal communication skills

Proactive problem solver who takes initiative

Comfortable working in an environment where priorities can change quickly while maintaining accuracy, professionalism, and follow-through

Experience in office coordination or administrative roles preferred

Experience supporting executives is an asset

Bonus Experience

Experience in any of the following environments is considered a strong asset:

Creative, advertising, or production agencies

Film, television, commercial, or live event production

High-growth startups or entrepreneurial environments

Experience as a Producer's Assistant, Production Coordinator, First Assistant Director (1st AD), Executive Assistant, or similar role where balancing competing priorities and coordinating multiple stakeholders was essential.

Additional Info

Monday - Friday, 8:30 AM - 5:30 PM MST in office

Flexible time off, including paid vacation and sick days

Consistent culture and team-building events

Employee recognition and incentive programs

Seasonal celebrations and gatherings throughout the year

Office lunches

Branded company swag

Access to industry events, learning opportunities, and non-profit outreaches

Dog-friendly offices

Unlimited coffee, drinks, and snacks

Flex work and travel options

Comprehensive extended health benefits

401k matching