Overview
Executive Assistant Jobs in Vancouver, Canada at Harbour Air
Executive Assistant
The Executive Assistant provides support to the Executive Leadership Team (ELT) members to ensure the smooth operation of the executive office and facilitate effective communication between the executive, internal teams, and external stakeholders. The Executive Assistant reports to the VP Commercial. As a trusted extension of the executive team, the Executive Assistant sees how the moving parts connect across calendars, meetings, travel and the office, anticipates needs before they arise, and removes friction so leaders can focus on leading.
This dynamic position requires sound judgment, exceptional organizational skills, the ability to anticipate needs, think critically and efficiently, work proactively across competing priorities, and operate with a high level of professionalism and confidentiality.
WORK HOURS
Office hours (weekend and evenings as needed)
LOCATION
Vancouver with occasional travel to other bases
TERM
Full Time Regular
DEPARTMENT
Commercial / People, Culture & Safety
COMPENSATION
Competitive salary, full medical and dental and other industry benefits including interline flight partners
Responsibilities and Expectations Administrative Support
- Carry out a broad variety of administrative tasks that facilitate the ELT member’s availability to lead the organization effectively.
- Design and produce complex documents, memos, letters, reports, and presentations with appropriate software.
- Provide calendar management for the ELT members. Prioritize inquiries and requests while troubleshooting conflicts. Make judgements and recommendations to ensure smooth day-to-day functions.
- Anticipate the executives’ needs across the full scope of their day—looking ahead in the calendar, preparing briefing materials and background in advance, surfacing decisions before they become urgent, and connecting related items across people, meetings and deadlines so leaders are always set up to succeed.
- Compose and prepare correspondence. Join meetings and take meeting minutes and required.
- Complete, process and follow up on expense reports for ELT members.
- File and retrieve corporate documents, records, and reports.
- Handle confidential contracts and legal documents with discretion; draft, finalize and format presentations and routine correspondence on behalf of the executives.
Board Meetings and Business Review Preparations
- Scheduling & Logistics – Coordinate dates, venues/virtual setup, and ensure all participants have access.
- Agenda & Materials Preparation – Draft agendas, collect reports from leaders, compile, and proofread Board/M packages, and distribute them in advance.
- Meeting Support – Manage setup (AV, materials, refreshments), greet attendees, and support note taking or minutes.
- Follow‑Up – Distribute minutes, track action items, and follow up with responsible leaders.
- Record Keeping & Compliance – File official documents securely, maintain confidentiality, and ensure governance standards are met.
Primary Point of Contact for Matters Pertaining to ELT
- Act as a primary point of contact for all internal and external queries pertaining to ELT members, including those of a highly confidential and critical nature.
- Answer phone, read and analyze incoming mail, memos, submissions, and reports. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect executive’s style and organization policy.
- Liaise with department and corporate officials and with other organizations and associations on behalf of the executives.
- Meet and greet visitors with hospitality, assist with visitor travel, and provide tours of base facilities when required.
Travel, Event and Workplace Coordination for Executives
- Make travel arrangements for the executive team including booking accommodation and ground transportation.
- Plan and organize corporate events, offsites, the annual staff celebration and executive functions end to end—identifying and selecting venues and menus, ordering catering and arranging AV requirements, managing the venue liaison, and collaborating with internal and external stakeholders to ensure smooth logistics for in‑house and offsite events.
- Support the planning and…
Title: Executive Assistant
Company: Harbour Air
Location: Vancouver, Canada
Category: