Executive Office Manager

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

Job summary

Confidential in Vancouver (Mount Pleasant) is seeking an Executive Office Manager to keep our executive team and offices running smoothly. Based in our Vancouver office, this role supports two Co-CEOs, manages day-to-day operations, and provides oversight for Toronto and Chicago offices.

You will tackle varied projects across the business, coordinating meetings, travel, and facilities. We value highly organized, practical problem solvers with strong written and verbal communication, good

Qualifications

• 5+ years of experience in executive support, office or business operations.
• Experience working directly with senior executives.
• Strong organizational skills and attention to detail.
• Good judgment and discretion.
• Able to manage multiple moving pieces without needing everything spelled out.
• Strong written and verbal communication.
• Confidence working with people at all levels of an organization.
• Proficient with Microsoft 365 applications (Outlook, Teams, Excel, Word, PowerPoint).

Responsibilities

• Support the Co-CEOs with calendar management and key meetings.
• Coordinate cadence of Board, executive, management, and company-wide meetings.
• Organize agendas, materials, logistics, and follow-up for key meetings.
• Help organize Board meetings, leadership offsites, planning sessions, Town Halls, and events.
• Coordinate executive travel and logistics as needed.
• Ensure Vancouver office runs smoothly with day-to-day operations and facilities.
• Provide coordination for Toronto and Chicago offices and company-wide initiatives.
• Assist with employee events and leadership meetings.

Skills

Executive support

Office operations

Calendar management

Meeting coordination

Cross-office

MS 365

Communication

Job description

We are looking for an Executive Office Manager to help keep our executive team and offices running smoothly. Based in our Vancouver office, this person will support our two Co-CEOs, manage the day-to-day needs of the Vancouver office, provide oversight and support for our Toronto and Chicago offices, and take on a range of projects across the business.

This is a varied role for someone who is highly organized, practical, and comfortable figuring things out. Some days will involve coordinating Board or leadership meetings, others might involve sorting out an office issue, pulling together information for a project, or working with Finance or People & Culture on something that needs to get done.

What You'll Do

Executive & Leadership Operations

• Support the Co-CEOs with calendar management, with a particular focus on key internal and external meetings.
• Manage the cadence of recurring Board, executive, management, and company-wide meetings.
• Coordinate agendas, materials, logistics, and follow-up for key meetings.
• Help organize Board meetings, leadership offsites, planning sessions, Town Halls, and other company events.
• Coordinate executive travel and logistics as needed.
• Keep an eye on what's coming up and make sure the right people, information, and materials are in place.

Office Operations

• Manage the day-to-day operation of our Vancouver office, including responsibility for opening and closing the office each day.
• Be the primary point person for facilities, building management, vendors, supplies, equipment, kitchen inventory, and general office needs.
• Provide coordination and support for our Toronto and Chicago offices.
• Make sure our offices are well run, welcoming, and ready for employees and visitors.
• Coordinate maintenance, office improvements, moves, and other facilities needs.

Projects & Company Support

• Take on special projects for the Co-CEOs and other members of the leadership team.
• Help pull together information, reporting, presentations, or other materials when needed.
• Work with teams such as Finance, People & Culture, IT, and Operations on company-wide initiatives.
• Help coordinate employee events, leadership meetings, and company celebrations.
• Pitch in where needed. This is a role where the scope will change depending on what's happening across the business.

What We're Looking For:

• 5+ years of experience in executive support, office or business operations, or a similar role.
• Experience working directly with senior executives.
• Very strong organizational skills and attention to detail.
• Good judgment and discretion.
• Someone who is comfortable managing a lot of moving pieces without needing everything spelled out.
• Strong written and verbal communication skills.
• Confidence working with people at all levels of an organization.
• Strong Microsoft 365 skills, particularly Outlook, Teams, Excel, Word, and PowerPoint.
• Someone who takes ownership, follows things through, and isn't afraid to jump in and solve a problem.

This role is based in our Vancouver (Mount Pleasant) office and requires an in-office presence five days a week responsible for the day-to-day operation including opening and closing the office each day.