Office Coordinator / Executive Assistant - Thinkingbox

Thinkingbox; Vancouver; On-site; CAD 50,000; Full time

Job summary

Thinkingbox is seeking a proactive Office Coordinator in Vancouver to manage office operations and support the CEO. The role involves organizing events, maintaining a welcoming office environment, and requires strong communication and organizational skills. Join a vibrant team that values creativity and collaboration.

Benefits

Flexible time off, including paid vacation and sick days

Regular culture and team-building events

Employee recognition and incentive programs

Seasonal celebrations and gatherings

Dog-friendly offices

Unlimited coffee, drinks, and snacks

Comprehensive extended health benefits

Qualifications

• Proficient in GSuite, Slack, and Canva.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.

Responsibilities

• Lead daily office operations and assist the CEO.
• Coordinate internal events and manage incoming deliveries.
• Support financial tasks and maintain office budget.

Skills

Organizational skills

Communication

Problem-solving

Attention to detail

Tools

GSuite

Slack

Canva

MacOS

Job description

Who We Are

Hi! We’re Thinkingbox, a brand experience agency shaping the future through craft and curiosity. Our team brings together unique perspectives in design, technology, and strategy to push boundaries and create innovative work for our clients. We’re a curious bunch that loves to think big, learn continuously, and collaborate. We love our culture and the natural collaboration that happens in and around our offices, from hanging out with our office dogs to fun weekly events, we maintain a vibrant work environment.

The Opportunity

Thinkingbox is searching for a highly organized and efficient Office Coordinator with an entrepreneurial spirit to lead and manage the daily operations of our office. This role also includes Executive Assistant support for our CEO, requiring exceptional discretion, professionalism, and the ability to anticipate needs before they arise.

The Office Coordinator will take on a wide range of responsibilities each day, from planning internal events and team celebrations to ensuring the office runs smoothly and everyone feels supported. They’ll be a key culture champion, helping foster a welcoming, inclusive, and high-energy environment for both guests and staff.

They are proactive, resourceful, highly organized, diligent, efficient, and take initiative. If you’re looking for a boring desk job, this isn’t the place for you—like us, you are a maker and a problem solver. You're an excellent communicator (over-communication is the name of the game) and have an impeccable eye for detail.

The Office Coordinator is skilled at juggling multiple priorities, managing the CEO’s calendar and travel, coordinating events, and supporting the broader team and Leadership. The ability to multitask and meet changing deadlines is essential to the position.

What You’ll Be Doing

• Reception and Office Management
• Be the first point of contact to any visitors to our office, the CEO and Directors in regards to the daily running of the office.
• Assist with managing the office budget.
• Anticipate and prepare required office orders from supplies to snacks.
• Receive and organize deliveries.
• Plan and restock the kitchen and office supplies as needed.
• Manage incoming and outgoing post, couriers, deliveries.
• Ensure the office is impeccable at all times for employees, visitors, and our clients - including kitchen, outdoor patio space, meeting spaces (i.e. sink cleaned, garbage emptied, tables wiped, etc)
• Ensure that all office spaces are well-maintained, be the point of contact for any cleaning contracts/office maintenance/building insurance.
• Assist with maintaining the office condition and arrange necessary repairs/cleaning.
• Calendar management for the board rooms, setting up boardrooms and providing refreshments, lunches or other items for clients.
• Work with IT to manage security and employee access to the building and office.
• Liaise with facility management vendors, including cleaning, catering, recycling, parking, and security.
• Team Coordination
• Assist with booking and coordinating travel for Directors, senior management and other team members as required.
• Assist the Directors and senior management team with ad hoc support requests.
• Book and coordinate ad hoc meetings for team members.
• Assist in office onboarding orientation for new hires
• Culture
• Develop creative initiatives to improve the employee experience of our team, from ideation to full execution and implementation.
• Plan and coordinate company anniversaries and birthdays and other staff celebrations.
• Lead culture initiatives, including planning fun & diverse events for the office; organize catering and community lunches.
• Finance Support
• Assist with financial tasks, such as processing invoices, reconciling accounts, and managing expenses.
• Assist with managing and maintaining accurate records of financial transactions for the office.
• Assist the Finance team with any other ad hoc tasks.

What You’ll Bring

• Proficient in GSuite, Slack, and Canva (as a bonus).
• Proficient in MacOS.
• Strong analytical and problem-solving skills, with the ability to to work alone and proactively.
• Exhibit resourcefulness and feel energized when you’re able to “cross things off the list”.
• A fine-tuned set of prioritization skills coupled with an innate ability to respond to competing demands.
• Have a proven ability to handle confidential information with discretion.
• Show reliability and consistency—you know how important it is to reply to messages in a timely manner and deliver on tasks when you say you will.
• Available to work full-time in our Vancouver office, with some evenings and occasional weekend tasks and events (more of an exception, not a rule).
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational skills.

Additional Info

• This position is in the office Monday to Friday, 830am - 530pm
• Flexible time off, including paid vacation and sick days
• Regular culture and team-building events
• Employee recognition and incentive programs
• Seasonal celebrations and gatherings
• Branded company swag
• Access to industry events and learning opportunities
• Dog-friendly offices
• Unlimited coffee, drinks, and snacks
• Flexible work and travel options
• Comprehensive extended health benefits

$50,000 - $50,000 a year

Equal Opportunity

At Thinkingbox, we are committed to fostering an environment where everyone feels included, valued, and heard. We believe that diversity is our creative strength, and it’s the blend of unique experiences and perspectives that drives our best problem-solving and innovation. The outcome? Greater creativity, growth, and meaningful impact. We encourage all applicants, regardless of race, ethnicity, religion, gender, sexual orientation, age, disability, or gender identity, to apply and bring their unique talents to our team.

To Apply

Thank you for applying to Thinkingbox! Please include your resume with your application. Due to the high volume of applications, we may not be able to reach out to everyone individually. However, rest assured that all applications are stored in our talent database and will be considered for future opportunities with us!