Executive Assistant

Salary: $65,000-$90,000

Position Overview

Giffen Consulting Ltd. (Giffen) is looking to hire an Executive Assistant (EA) to join our growing team and support our CEO. We are looking for an individual to join us on a full-time basis on a hybrid work arrangement, with 3 days per week in our Vancouver office and up to 2 days remote.

As an Executive Assistant to the CEO and Owner, you are expected to act as a strategic partner and direct extension of the CEO. You are someone who understands the business, embodies the companys values, cares deeply about people and clients, and creates leverage across the organization. You anticipate needs, remove obstacles, and enable the CEO to stay focused on the highest-value priorities that drive the Giffen forward.

Equally important, you are a trusted relationship builder with customers, clients, external partners, and team members. You represent the softer side of the CEO and are humble, approachable, balanced, and never forceful. While you help carry out the CEOs direction, you do so through influence, tact, and collaboration, not authority or with the CEOs positional power. Your interpersonal strength allows you to cultivate strong internal and external relationships that reflect Giffens values and enhance our reputation.

People feel comfortable going to you first with questions, requests, or clarification because they know you can help, want to help, and will approach every interaction with professionalism, empathy, and discretion.

You succeed here by being a trusted extension of the CEO. You build relationships, create clarity, remove friction, bring forward what matters and filter out what doesnt, and keep the organization operating at its best through professionalism, empathy, and exceptional judgment.

About Us

Giffen is a Canadian company, with offices in Vancouver, BC, and Toronto, ON., that provides fit-for-purpose engineering and project delivery solutions, specializing in the mining, utility, and heavy industrial sectors.

At Giffen, we take pride in our ability to deliver flexible strategies that are tailored to the specific needs of our clients. We value relationships above all else within our team and with our clients. We hold our team to the highest level of accountability to ensure we provide tailored solutions to successfully execute our clients projects.

We believe that open communication is the key to fostering reliable and lasting relationships within our company and with those whom we conduct business.

Key Responsibilities

• Handle information with an extremely high degree of sensitivity and confidentiality
• Provide comprehensive administrative support to the CEO, including managing schedules, appointments, expenses, and travel arrangements.
• Maintain the Outlook Calendar, ensuring all meetings are scheduled efficiently and conflicts are resolved promptly.
• Track and follow up on key tasks, conversations, and strategic initiatives.
• Serve as a gatekeeper and liaison between the CEO and internal/external stakeholders.
• Prepare, edit and format reports, presentations, memos, and other executive communications.
• Perform administrative duties such as filing, photocopying, and managing office supplies to ensure a well-functioning office environment.
• Organize and support high-level meetings by preparing agendas, meeting briefs, taking minutes, and ensuring action items are managed through to completion.
• Handle confidential and time-sensitive information with discretion and care.
• Leverage AI tools to improve workflow efficiency.
• Assist in process automation and CRM management (HubSpot).
• Assist with personal and business admin tasks to ensure maximum focus and productivity.
• Manage company season ticket packages, including assignment and distribution of tickets and the company condo.
  

Qualifications & Experience

• At least 8+ years experience as an Executive Assistant or in a senior administrative role directly supporting top executives.
• Experience supporting founders or C-suite executives in a high-growth or entrepreneurial environment.
• Post-secondary diploma in Business, Communications, Administration or similar an asset
• Experience planning multi-day events, meetings and conferences.
• Technology adept and skilled in using various digital tools and platforms.
• Advanced Microsoft Office skills (Word, Excel, PowerPoint, Publisher, Outlook)
• Outstanding organizational skills with the ability to shift priorities and multitask.
• Experience working independently.
• Exceptional communicator, both written and verbal.
• Experience working with highly confidential information discreetly and diplomatically.
• Ability to flex your work location and/or hours to meet the needs of the CEO & Owner.
• Strong organizational skills with the ability to prioritize tasks effectively in a dynamic work environment.
• A customer-focused mindset with excellent interpersonal skills to interact positively with colleagues and clients alike.
• Comfortable using AI tools to boost productivity (e.g., ChatGPT, Gemini, scheduling assistants): you leverage technology to move faster, not slower.
  

WHAT WE OFFER

Giffen is an open, welcoming, accepting, and positive space for all our employees and contractors. Here are some of the perks of working for us!

• Connect through monthly continuous performance management meetings
• Encourage continual learning through courses and conferences
• Support professional designation certification
• Invest in our people through a variety of corporate programs
• Host company-wide social events

Why Join Our Team?

• Small, growing team
• Competitive compensation package including RRSP matching program
• Employee Health Spending Account
• Short+Long-Term Incentives
• Flexible Work-From-Home options
• Offices in Downtown Vancouver & Downtown Toronto