Executive Assistant to the CEO (Coquitlam)

Executive Assistant to the CEO Department: Operations Employment Type: Full Time Location: British Columbia, Canada Compensation: The base annual salary range for this full-time role is between $105,900 to $145,600. This range reflects the minimum and maximum target range for recent hire base salary across all Canadian locations. Actual compensation may vary outside of this range and is dependent on various factors including but not limited to a candidate's qualifications including relevant education and training, competencies, experience, geographic location, and business needs. Base pay is only one part of the total compensation package. Full time roles are eligible for equity and benefits. Base pay is subject to change and may be modified in the future. Description Photonic Inc. is seeking a highly disciplined, detail-oriented Executive Assistant to provide primary support to the CEO, additional dedicated support to Chief Financial Officer and Board Chair, and coordination support to members of the Executive Team. This role demands a high degree of professionalism, precision, responsiveness, and sound judgment. This Executive Assistant will operate as a trusted partner to the CEO, ensuring effective time management, clear prioritization, and consistent execution at the highest standard. This is a high-impact role requiring discretion, initiative, and the ability to perform in a fast-paced, demanding environment. Please include a cover letter with your resume (in one file) describing how you would be a great fit at Photonic and what attributes you could bring to our growing team. WHAT WE NEED YOU TO DO Executive Support (CEO) - Manage a complex and high-volume calendar with exceptional accuracy and attention to detail - Ensure the CEO is consistently punctual, well-prepared, and focused on highest-priority initiatives - Anticipate needs and proactively prepare briefing materials, agendas, and follow-ups - Ensure operational rigor by maintaining end-to-end tracking of commitments, decisions, and action items through to completion - Produce high-quality documents, presentations, and reports on behalf of the CEO - Coordinate travel, including detailed itineraries and contingency planning Executive Team Coordination - Provide supplemental support to members of the Executive Team, as required, with dedicated support extended to the Board Chair and Chief Financial Officer across scheduling, meeting preparation, and key deliverables - Assist the Board Chair with board meeting logistics, material preparation, and stakeholder coordination; support the CFO with financial reporting timelines, investor meetings, and executive communications - Partner closely with other Executive Assistants to ensure alignment across schedules, priorities, and meeting cadences - Contribute to the consistency and effectiveness of executive operations Communication & Stakeholder Management - Draft, review, and manage clear, concise, and professional communications on behalf of the CEO - Interface effectively with internal and external stakeholders, including senior leaders, partners, and investors - Support board, investor, and senior stakeholder interactions, including preparation of materials and coordination of meetings Operational Excellence - Triage competing priorities with efficiency and sound judgment - Identify and implement process improvements that enhance executive team effectiveness - Maintain a high standard of accuracy, accountability, and follow-through across all responsibilities - Support and coordinate strategic initiatives and special projects by working across teams to drive execution, maintain alignment, and ensure cross-functional efforts remain on track and progressing to completion WHAT YOU BRING TO OUR TEAM 5+ years of proven experience supporting senior executives, ideally at the CEO level Exceptional organizational skills and meticulous attention to detail Strong ability to manage complex priorities with accuracy and composure Sharp business judgment with a proactive, anticipatory approach to needs High emotional intelligence and effective relationship-building skills across all levels Clear, concise, and professional communication skills, both verbal and written Sound judgment and the confidence to constructively challenge decisions and push back when necessary, with tact and professionalism Technical literacy with advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, MS Teams); familiarity in emerging technologies and AI tools as an asset Proven discretion and professionalism in handling confidential and sensitive information Working Style & Expectations Highly responsive, with the ability to operate with urgency and adaptability Capable of performing effectively in a fast-paced, dynamic environment with shifting priorities Strong sense of ownership, accountability, and commitment to excellence Collaborative approach, with the ability to work effectively alongside other Executive Assistants and team members Willingness to provide support outside standard business hours, as required Flexibility to travel on a semi-regular basis, primarily to Victoria, BC WHY YOU SHOULD WORK WITH US - Work closely with some of the brightest innovators in quantum technologies to drive breakthroughs that redefine computing - Enjoy a fast-paced and fun environment where you can try new things while solving innovative challenges every day - Inclusive company culture that values collaboration - Regular social events and fun activities keep our global team connected - Competitive compensation package including base salary, stock options, and relocation assistance for global talent - Comprehensive advantages including extended health, dental, life, long term disability, an employee assistance program, parental leave top-ups, and a flexible spending account The description above is what we think an ideal candidate would look like for this role. At Photonic, we understand that everyone has a different work and life journey. If you feel your experience is close to what we've described, but you might not meet all the requirements, please still apply! All roles listed are for current vacancies. While artificial intelligence (AI) tools may be used to assist in reviewing applicant profiles, they do not determine candidate outcomes. Our hiring decisions are made by people, not algorithms. We are committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion. We embrace and encourage our employees’ differences, knowing that these very differences inspire innovation and build better teams. If there are any accommodations our team can make throughout our hiring process, please let us know. #J-18808-Ljbffr Apply on Kit Job: kitjob.ca/job/2ngyod