Executive Personal Assistant, Vancouver

Your new role

We are seeking a highly organized and proactive Executive Personal Assistant to support a CEO level executive who also serves as CIO at a mining company and is based downtown Vancouver.

This role extends beyond traditional executive support, encompassing oversight of the executive's external engagements and personal brand initiatives, including speaking events, podcasts, and other special projects.

The ideal candidate is adaptable, resourceful, and thrives in a fast-paced environment. They will play a critical role in managing complex schedules, coordinating high-level meetings, and ensuring seamless execution of both corporate and external commitments. This individual must be comfortable working with a high degree of autonomy, anticipating needs, and solving problems before they arise.

The position requires hybrid in-office presence, with a flexible schedule to accommodate in-person support and evolving priorities.

A strong sense of discretion, professionalism, and the ability to manage multiple workstreams simultaneously are essential for success in this dynamic role.

Strategic Support

• Anticipate priorities and proactively manage deadlines
• Prepare briefing notes before meetings, travel, conferences, and calls
• Track action items and ensure follow-through across projects and stakeholders
• Help prioritize inbound requests and protect executive time
• Coordinate investor meetings, conference schedules, and roadshows
• Maintain CRM/contact lists for investors, analysts, bankers, brokers, media, and industry contacts
• Assist with presentation decks, data rooms, and distribution of materials
• Coordinate board materials, meeting logistics, and follow-up items
• Draft and manage email correspondence on behalf of the executive
• Coordinate newsletters, announcements, and website updates
• Ensure consistency of messaging across presentations, social media, and investor communications
• Liaise with media, shareholders, service providers, and partners professionally
• Maintain organized digital filing systems and document management
• Track key corporate dates: filings, renewals, conferences, deadlines, assays, releases, etc
• Manage recurring reporting calendars and operational update schedules
• Build systems/SOPs that improve efficiency and reduce missed items

Personal Executive Support

• Coordinate family/personal logistics when required
• Manage reservations, memberships, vehicle servicing, household vendors, and related scheduling
• Handle confidential matters with discretion and professionalism
• Coordinate conference attendance, sponsorships, dinners, investor events, and site visits
• Manage itineraries and logistics for executive teams and guests
• Ensure presentation materials and AV/technology are fully functional before events
• Implement and manage AI/productivity tools for scheduling, note-taking, CRM, and workflow automation
• Ensure presentation setups, Zoom/webcast systems, and office technology work seamlessly
• Help maintain website integrations, mailing lists, and digital workflows

What you need to succeed

• Minimum 5 years of experience in Administrative support overall
• Minimum 2 years of experience in supporting C-suite level executive/s
• Ability to operate with high confidentiality and discretion
• Extremely organized and detail-oriented personality
• Strong written communication skills
• Comfortable in fast-paced entrepreneurial environments
• Ability to think independently and solve problems proactively
• Available outside standard hours when needed for travel, markets, or urgent issues

What you will get in return

• Hybrid work schedule
• Competitive compensation aligned with experience
• Opportunity to create and shape long lasting systems and procedures
• A respectful, collaborative core team environment
• Opportunity to learn from a senior team with extensive experience successfully running operations in large companies as well as building billions in value from discovery through sale and/or operation