Executive Assistant to the COO

Earls Kitchen + Bar; Vancouver; Hybrid; CAD 60,000 - 70,000; Full time

Benefits offered by this job

Health care benefits

3 weeks vacation

Earls 50% discount card

Hybrid work model

Dog-friendly office

Job summary

Earls Kitchen + Bar is seeking an Executive Assistant to support our COO at the Head Office in Vancouver. You will act as the operational backbone of the executive office, coordinating complex calendars, travel, and high-level communications with discretion during a fast-paced environment.

You will draft briefs and presentations, attend key meetings, and help drive executive initiatives while maintaining cross-functional alignment across the organization.

Qualifications

• 3+ years of experience supporting fast-paced executive teams.
• Experience in hospitality or retail is preferred.
• Proven ability to manage calendars, coordinate travel, plan meetings, and track post-meeting actions.
• Demonstrated discretion and ability to handle confidential information.
• Strong communication and interpersonal skills with hospitality mindset.

Responsibilities

• Proactively manage and optimize the COO’s complex schedule.
• Coordinate personal and work commitments to prevent calendar conflicts.
• Prepare briefs, agendas, metrics, and background materials for engagements.
• Attend meetings to document minutes and track action items to completion.
• Provide backup support for the Executive Assistant to the President and COO.
• Coordinate travel itineraries and manage related expenses and invoices.
• Support planning and execution of executive retreats and offsites.

Skills

Calendar management

Travel coordination

Event planning

Executive support

Confidentiality

Tools

Google Workspace

Microsoft Office

Job description

Do you live and breathe organization and operational efficiencies? Do you get excited about working alongside key industry thought leaders? Earls Kitchen + Bar is hiring an Executive Assistant to support our COO at our Head Office in Vancouver.

Reporting to our Executive Assistant to the President, you will be the operational backbone of the executive office. You play a pivotal role in providing comprehensive administrative support to the COO while operating in a confidential, high-velocity environment. This role is a key resource for the Executive team, responsible for the seamless organization and management of daily operations and serving as a primary driver for major executive initiatives. Regardless of the task at hand, you’ll be flexing your strong communication and organizational muscles to drive business outcomes. If you’re looking for an opportunity to make a big impact at a growing, fast‑paced company, we want to hear from you.

Role Responsibilities

• Proactively manage and optimize the COO’s complex schedule, prioritizing competing demands, reserving essential prep time, and ensuring alignment with overarching operational goals.
• Integrate necessary personal commitments and work‑related personal tasks into the COO schedule to ensure optimal time management and prevent calendar conflicts.
• Ensure the COO is thoroughly prepared for all internal and external engagements by compiling briefs, agendas, metrics, and background materials in advance.
• Attend key meetings to document minutes, capture decisions, and drive accountability by tracking post‑meeting action items to completion.
• Work closely with the Executive Assistant to the President to ensure seamless executive support and provide comprehensive backup support during vacations or peak workload periods.
• Execute special research, administrative projects, and data gathering as directed by the Executive Assistant to the President or COO to support executive decision‑making.
• Proactively identify and troubleshoot operational bottlenecks, exercising sound judgment on routine matters while appropriately escalating complex issues to leadership.
• Learn executive office best practices through continuous coaching and mentorship, actively building knowledge of executive operations and business priorities to align daily workflows with organizational standards.
• Serve as a seamless liaison between the COO, executive leadership, COO leadership teams, operations teams, and external partners to maintain clear communication and cross‑functional alignment.
• Assist in drafting, refining, and assembling high‑level presentations, strategic reports, and executive correspondence on behalf of the COO.
• Handle highly sensitive corporate information, financial metrics, and personnel matters with strict confidentiality and sound judgment.
• Coordinate and manage meeting logistics from end‑to‑end, including room bookings, technology setup, and agenda creation.
• Attend key meetings to document minutes, record critical decisions, and drive accountability by tracking post‑meeting action items to completion.
• Support the planning, logistics, and execution of executive retreats, leadership offsites, workshops, and team events.
• Coordinate complex domestic and international travel itineraries, accommodation, ground transportation, and site visit schedules for the COO and accompanying team members.
• Manage, track, and reconcile the COO’s travel reports, corporate credit card expenses, and departmental invoices in accordance with company policy.

Qualifications

• 3+ years of experience in business, administration, or related fields working with a fast‑paced Executive team.
• Experience working in hospitality or retail is preferred.
• Proven experience executing administrative and support tasks including calendar management, travel coordination, event planning, meeting agendas, and tracking post‑meeting action items to completion.
• Exceptional discretion, sound judgment, and the ability to maintain the utmost confidentiality when handling sensitive corporate, financial, and personnel matters.
• Exceptional communication and interpersonal skills, with a knack for hospitality and the ability to build meaningful partnerships and act as a seamless liaison across cross‑functional teams.
• Advanced proficiency in Google Workspace, Microsoft Office suite, and a proven ability to leverage technology to streamline business outcomes.
• Strong organizational and problem‑solving skills with high attention to detail, resourcefulness, and ability to meet tight deadlines, coordinate several projects simultaneously, and manage priorities.
• A proactive mindset for identifying operational bottlenecks, exercising "out-of-the-box" thinking, and driving continuous improvement within the executive office.
• Ability to support remote/hybrid leaders effectively, with the capacity to work flexible hours as business needs dictate.
• Valid driver’s license and regular access to a reliable vehicle for operational needs.

Bonus Points

• A sense of humour.
• A serious passion for food - we like to eat around here (sometimes wine is involved).
• Open to personal development and growth.
• The drive to succeed and the passion to be a part of Earls growth.
• Big team player – able to be both a leader and also support those around them.

What We Offer

• Competitive annual salary ranging from $60,000 to $70,000, commensurate with experience and qualifications, complemented by all the perks and benefits below
• Comprehensive health care benefits effective from your first day
• A healthy lifestyle spending account to support you in living your best life
• Employee Assistance Program
• Earls 50% discount card for food and drinks at all Earls Kitchen + Bar, the Beachhouse, Birdies Eats & Drinks, LOCAL Public Eatery, and JOEY Restaurants locations
• 3 weeks vacation
• Make Life Awesome Week
• Opportunity to be a part of our partner‑led Employee Resource Groups (ERG), designed to bring our greater communities together through mutual causes and shared experiences
• Flexibility with our Hybrid work from home/office model
• Bring your furry friend to work in our dog‑friendly office
• Office amenities include a rooftop patio, lockers, showers, a full kitchen, and collaborative workspaces
• Travel opportunities for company events, new restaurant openings, and more!
• Leadership programs with career development and opportunities for advancement
• Awards, recognitions, team‑building events, and more!

Earls is an equal‑opportunity employer. We are committed to a diverse and inclusive workplace, free from discrimination. We believe bringing together people of all backgrounds, experiences, and abilities is essential to our success, and brings us closer to living our purpose to Make Life Awesome.

All employment decisions inclusive of recruiting, hiring, compensation, promotions, and terminations are based on qualifications, competencies, and merit, without the consideration of any legally protected ground. Reasonable accommodations are available upon request.