Executive Assistant (Vice President)

MatchBox Consulting Group; Vancouver; On-site; CAD 60,000 - 90,000; Full time

Job summary

MatchBox Consulting Group in Vancouver is seeking an Executive Assistant to provide high-level support to the executive team, helping drive operational efficiency and confidential handling of sensitive matters. You will partner with senior leaders on day-to-day priorities and strategic projects.

The role emphasizes calendar and travel management, document preparation, and coordination of meetings, events, and legal affairs, with a people-first culture and collaborative environment.

Qualifications

• 3–5+ years of executive-level administrative support experience.
• Experience supporting senior leaders such as a VP, COO, CEO, or President.
• Legal administrative or contract administration experience is considered an asset.
• Advanced proficiency with Google Workspace and calendar management tools.
• Exceptional organizational, communication, and stakeholder management skills.
• Ability to manage multiple priorities while maintaining discretion and professionalism.
• Experience in construction, real estate, or professional services is preferred.

Responsibilities

• Manage complex executive calendars, appointments, and travel arrangements.
• Coordinate personal administrative matters including family scheduling, expenses, and logistical support.
• Track and organize tax documentation, benefits claims, and other confidential records.
• Coordinate meetings, prepare agendas, and ensure materials are available in advance.
• Draft and edit correspondence, presentations, reports, and other executive documentation.
• Track milestones, action items, and deliverables with regular updates to leadership.
• Coordinate contract execution and maintain documentation for key agreements.
• Support planning of leadership meetings, offsites, conferences, and company events.
• Coordinate executive travel logistics and ensure seamless itineraries.
• Assist with award submissions, nominations, and other corporate initiatives.
• Provide administrative support related to legal and corporate matters.
• Coordinate with external legal counsel and track invoices and budgets.
• Support contract lifecycle management and maintain confidential legal records.

Skills

Calendar management

Travel coordination

Executive support

Stakeholder management

Discretion

Communication

Organizational skills

Tools

Google Workspace

Job description

MatchBox Consulting Group is seeking an Executive Assistant to join our client, a leading Vancouver-based construction and development organization known for its collaborative culture, commitment to excellence, and people-first approach. With a growing portfolio and a dynamic leadership team, they are seeking an experienced Executive Assistant to provide high-level support to executive leadership and help drive operational efficiency across the organization.

This is an opportunity to work closely with senior executives on high-impact initiatives while serving as a trusted partner in managing day-to-day priorities, confidential matters, and strategic projects.

Responsibilities

• Manage complex executive calendars, appointments, and travel arrangements.
• Coordinate personal administrative matters including family scheduling, expenses, and logistical support.
• Track and organize tax documentation, benefits claims, and other confidential records.
• Coordinate meetings, prepare agendas, and ensure materials are available in advance.
• Draft and edit correspondence, presentations, reports, and other executive documentation.
• Track milestones, action items, and deliverables while providing regular updates to leadership.
• Coordinate contract execution and maintain documentation for key agreements.
• Support the planning of leadership meetings, offsites, conferences, and company events.
• Coordinate executive travel logistics and ensure seamless execution of itineraries.
• Assist with award submissions, nominations, and other corporate initiatives.
• Provide administrative support related to legal and corporate matters.
• Coordinate with external legal counsel and track legal invoices and budgets.
• Support contract lifecycle management and maintain confidential legal records.

Requirements

• 3–5+ years of executive-level administrative support experience.
• Experience supporting senior leaders such as a VP, COO, CEO, or President.
• Legal administrative or contract administration experience is considered an asset.
• Advanced proficiency with Google Workspace and calendar management tools.
• Exceptional organizational, communication, and stakeholder management skills.
• Ability to manage multiple priorities while maintaining a high level of discretion and professionalism.
• Experience working within construction, real estate, professional services, or other fast-paced environments is preferred.

About MatchBox Headquartered in downtown Vancouver and serving clients nationally, MatchBox is one of the leading recruitment and solutions firms that specializes in the fields of IT & Technology, Engineering & Technical, Real Estate & Construction, and Accounting & Finance. We offer unrivaled expertise with our team's extensive experience in the recruitment and professional services industry. We are dedicated to building great connections and creating strong opportunities within the workforce and the labor market.

Equal Opportunities

MatchBox is committed to providing equal opportunities for all applicants.

We welcome and encourage applications from people of all backgrounds, including members of minority groups such as racialized individuals, people with disabilities, LGBTQ+ individuals, and Indigenous peoples.

It is a priority for us that all candidates are treated fairly and without discrimination.

Our recruitment teams receive ongoing training on using objective criteria for evaluating candidates and other related topics to create an inclusive and welcoming environment for all.

Work Permits

Please note that we require all interested candidates to obtain the necessary work permits from the Government of Canada prior to submitting an application.

This position is open exclusively to individuals residing in Canada and legally authorized to work in Canada.

Applications not meeting these criteria will not be considered.

Further Consideration

We receive a high volume of applications and are only able to contact candidates who are selected for further consideration.

Find out more at www.matchboxhr.com