Career Contacts is a fractional human resources and recruitment consulting firm, supporting companies throughout Canada and the US.We provide support with permanent placements, temporary staffing, executive searches, HR consulting, and payroll management. We manage all phases of sourcing, screening, selection, and onboarding and retaining.
Career Contacts is supporting our client in hiring an Executive Assistant. This role provides direct support to the CEO and plays a central role in coordinating communications, information flow, and key operational follow-through across the organization. This is a true, strategic Executive Assistant opportunity for someone to act as the right hand to the CEO, ensuring that priorities, communications, and operational deliverables move forward efficiently. The role requires strong judgment, organization, and proactive follow-through.
The EA manages the CEO’s calendar, communications, and workflow while also tracking deliverables from the CEO’s direct reports and supporting coordination across
operational departments. The ideal candidate is someone who enjoys bringing order, can hold themselves accountable, and has the ability to follow-through in a fast-paced environment. Start Date: ASAP Hours: Monday to FridayJob Type: Full-Time, Temp-to-permSalary: $70,000 plus per yearLocation: Surrey, BC (fully on-site) They Offer (for permanent):
- 2 weeks vacation
- Full extended benefits
- Great office space and collaborative team
Responsibilities:Executive Calendar & Communications
- Manage the CEO’s calendar, meetings, travel, and scheduling priorities
- Monitor and triage the CEO’s inbox and incoming communications
- Draft responses and communications on behalf of the CEO
- Identify urgent issues and summarize key information for efficient decision-making
- Ensure timely follow-up on priority items while maintaining strict confidentiality
Executive Coordination & Accountability
- Track commitments, action items, and deliverables assigned by the CEO
- Follow up with internal leaders to ensure progress and completion
- Maintain systems for tracking deadlines, priorities, and project updates
- Prepare concise summaries and status updates for the CEO
Operational & Project Coordination
- Act as a coordination point between the CEO and operational teams
- Track internal initiatives and projects requiring executive visibility
- Organize updates and information across departments
- Assist with drafting internal communications, directives, and documentation
- Help ensure operational priorities remain aligned with executive direction
Legal & Corporate Documentation
- Assist in organizing and tracking contracts, agreements, and corporate documentation
- Coordinate communication with legal counsel, accountants, and external partners
- Track key deadlines and documentation requirements
- Maintain secure and organized records of corporate documents
Meetings & Executive Briefings
- Prepare meeting agendas and supporting materials
- Provide briefing summaries highlighting key issues and decisions
- Record key notes and track follow-up actions from meetings
- Ensure the CEO is well prepared with relevant information
Information & Process Management
- Maintain organized systems for SOPs, templates, and operational documentation
- Manage internal trackers and knowledge resources
- Support the development of structured processes that improve efficiency and transparency
Requirements:
- 3+ years experience as an Executive Assistant, Operations Coordinator, or similar role
- Exceptional written communication and professional correspondence skills
- Highly organized with strong attention to detail
- Strong judgment and ability to work independently
- Comfortable handling confidential and sensitive information
- Able to operate effectively in a fast-moving, multi-project environment
- Strong proficiency with Microsoft Office (Outlook, Teams, SharePoint, OneDrive, Word, Excel, PowerPoint)
- Experience in property management, construction, real estate, finance, or legal environments an asset
Application Process
Please submit your resume in a Word document and let us know why you are the right fit for this role.
Career Contacts is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment.
We look forward to hearing from you!
Your privacy and confidentiality are of utmost important to us; all applications to Career Contacts are kept confidential. We will not share your personal or professional information with anyone without your prior expressed approval. While we will only be considering qualified applicants for this position, we encourage you to visit our Job Board at www.careercontacts.ca for opportunities that fit your profile.
Job Types: Full-time, Permanent
Pay: $70,000.00-$80,000.00 per year
Benefits:
- Dental care
- Extended health care
- Paid time off
Experience:
- Executive assistant: 4 years (required)
Work Location: In person
