Executive Personal Assistant

Vantage Lumber; Vancouver; On-site; CAD 60,000 - 90,000; Full time

Job summary

Vantage Commodities in Vancouver is seeking an Executive Personal Assistant to support our Managing Director. This high-trust, high-ownership role will own the CEO's schedule, oversee office operations, and manage tasks from onboarding to travel logistics.

The position is replacement with a September 3 start; long-term growth is encouraged. The role is highly visible in a small, tight-knit team and requires sharp, proactive handling of both professional and personal duties.

Qualifications

• Exceptionally organized with strong attention to detail.
• Discreet and trustworthy handling sensitive matters.
• Proactive and self-directed, not needing prompts.

Responsibilities

• Own and manage the Managing Director's calendar end-to-end.
• Coordinate personal tasks and travel logistics.
• Plan personal events and vacations; handle office admin tasks.
• Support HR processes: onboarding and interviews.
• Plan and execute company events and client-facing functions.

Skills

Executive support

Highly organized

Discreet & trustworthy

Proactive

Strong communication

Tech-savvy

PA/EA experience

Job description

Vantage Commodities is a trader-led lumber firm based in Vancouver. We're a small, focused team that values sharp execution and clear thinking.

The Role

We're looking for a sharp, highly organized Executive Personal Assistant to support our Managing Director. This is a high-trust, high-ownership role - you'll be embedded in the day-to-day operations of both the business and the executive's personal life. You'll own the CEO's schedule, keep the office running smoothly, and handle everything from onboarding new hires to booking travel to picking up dry cleaning. If you thrive on variety, move fast, and take pride in making things run without being asked twice, this role is for you.

This is a replacement role with a target start date of September 3rd. We're looking for someone who wants to grow with the company long-term.

You'll be interviewed by our current EA, and her read on your personality and working style carries a lot of weight in our decision. We're a small team and this role is highly visible. We need someone who gels well with the people around them, not just someone who can do the job on paper.

What You'll Do

Executive Support

• Own and manage the Managing Director's calendar end-to-end - scheduling, prioritizing, and protecting his time
• Coordinate personal tasks including dry cleaning, dog walking, errands, and personal appointments
• Plan and organize personal events, vacations, and travel logistics

Office Administration

• Keep office operations organized and running efficiently day-to-day
• Manage and organize company documents, files, and records
• Handle invoicing and basic financial administration tasks

HR & People

• Support the hiring process for the office end-to-end - posting roles, screening candidates, scheduling and conducting interviews
• Lead onboarding for new hires - coordinate paperwork, equipment, and first-day logistics

Events & Scheduling

• Plan and execute company events, team gatherings, and client-facing functions
• Manage logistics for both work and personal events from start to finish

What We're Looking For

• Exceptionally organized with strong attention to detail
• Personable and easy to be around - you'll be working closely with the CEO and interacting with staff, clients, and vendors daily
• Discreet and trustworthy - you'll be handling sensitive personal and business matters
• Proactive and self-directed; you don't wait to be told what needs doing
• Strong written and verbal communication skills
• Comfortable and competent with computers and picking up new tools quickly
• Previous experience as a PA, EA, or office administrator is a strong asset but not a requirement
• Able to adapt quickly between professional and personal tasks without missing a beat