Executive Assistant to the Vice President

Location: ETRO Head Office, Vancouver

Employment Type: Full-Time

The Executive Assistant to the Vice President provides high-level administrative support to the Executive Vice President and COO, managing schedules, communications, and organizational workflows. This role ensures the seamless execution of daily operations, enabling the VP to focus on strategic initiatives. Acting as a trusted liaison, the Executive Assistant to the Vice President handles confidential information with professionalism and precision, driving efficiency and collaboration across the organization.

Focus Area: Executive Support, Communication Management, Project Coordination, Organizational Efficiency.

Personal Support

• General administrative tasks.
• Manage family calendar, including appointments, vehicle maintenance, and travel arrangements.
• Track and compile tax documents, benefits claims, expenses, and mail/home paperwork.
• Manage administration and logistical tasks.

Administrative Support

• Manage executive schedules, including meetings, appointments, vehicle maintenance, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and meeting agendas.
• Coordinate and facilitate executive-level meetings, ensuring all materials are prepared in advance.
• Handle incoming communications, prioritizing urgent matters and delegating tasks as necessary.

Project Coordination

• Support the planning and execution of special projects and strategic initiatives.
• Track progress on executive tasks and projects, providing regular updates and status reports.
• Research and gather data for presentations, reports, and decision-making.
• Manage executive signatures for Prime Contracts and executed Subcontracts.

Event Planning and Coordination

• Liaise with the Office Coordinator to plan and organize company events, leadership offsites, and team-building activities.
• Arrange logistics for executive travel, conferences, and meetings, ensuring all details are addressed.
• Support applications for nominations and awards.

Confidentiality and Professionalism

• Handle sensitive and confidential information with discretion and integrity.
• Act as a gatekeeper for executive communications and time management.

Legal Administrative Support

• Provide administrative support to the General Counsel on legal and corporate matters.
• Support the General Counsel with scheduling, time entries, meetings, and travel expenses.
• Liaise with external counsel and manage legal invoices and legal budget tracking.
• Support business teams via legal software applications, including contract lifecycle management.
• Draft correspondence pertaining to legal and corporate matters.
• Format and revise draft documents and correspondence as instructed by legal counsel.
• Coordinate contract execution and filing of confidential legal documents.
• Maintain confidentiality and discretion when handling sensitive legal information.

• Education: Diploma or degree in Business Administration or a related field preferred.
• Experience: 3–5 years of experience in executive-level administrative support. Legal administrative experience is a plus.
• Technical Proficiency: Advanced knowledge of Google Workspace and calendar management tools.
• Core Skills: Scheduling, project management, document preparation, and stakeholder communication.
• Knowledge Base: Familiarity with corporate structures, organizational workflows, and meeting facilitation.
• Communication: Exceptional verbal and written communication skills for internal and external audiences.

• Work closely with executive leadership on high-impact initiatives.
• Join a collaborative and fast-paced environment.
• Opportunities for professional growth and development.
• Be part of a team built on accountability, innovation, and excellence.

If you’re a proactive and organized professional who thrives in a dynamic environment, we’d love to hear from you. Please click the "Apply Now" button below!