Executive Operations Assistant

Job Description

Job Description

Do you excel at juggling priorities and supporting leadership? Step into our Executive Operations Assistant role and help transform plans into action!

This full-time, temporary position runs from March to August 28, 2026.

The Executive Operations Assistant will primarily work at our head office on Baker Street in beautiful Nelson, BC.

Festival Site Work : The successful candidates will also be required to work on-site at the festival location near Salmo, BC for about 1 month in July.

As an Executive Operations Assistant, you will offer high-level administrative and project management support to the Executive Operations Team. The role demands a proactive approach to handle a fast-paced, dynamic environment. The successful candidate will be adept at managing multiple priorities, possess robust organizational and communication skills, exhibit a high degree of professionalism and discretion, and be able to work independently with little or no supervision.

Roles and Responsibilities :

Procurement : Support with procurement activities across SMF and other affiliated companies as needed, implementing streamlined processes and best practices to ensure efficiency and compliance.

Special Projects Coordination : Take ownership of assigned projects from conception to delivery, ensuring timely progress and successful completion. Provide dedicated support for special projects as directed by the Operations Manager, ensuring alignment with organizational goals and timely execution.

Office Services : Provide support to the office team, including managing staff events, ordering supplies, managing deliveries and caring for office plants, and handling recycling and mailbox pick-ups. Overall, help ensure our office is a functional, welcoming, and thriving environment.

Cross-Functional Support : Offer ad-hoc assistance to various Business Units, to address immediate needs and contribute to overall operational success.

Administrative Support : Providing administrative support as required within the Executive Operations Team, including minute-taking, action tracking, and follow-up to ensure effective communication and task completion.

Continuous Improvement Initiatives : Collaborate with teams across business units to identify opportunities for process enhancements and support the implementation of continuous improvement strategies.

Issue Assessment and Escalation : Evaluate the urgency and significance of incoming issues, determining appropriate actions and escalating to the Executive Operations Manager or relevant stakeholders as necessary. This role demands strong judgment and decision-making skills to address issues promptly and effectively.

Transport Logistics : Working with internal and third party transport logistic companies to coordinate large scale transport requirements. This includes scoping, booking, scheduling, and tracking deliveries and staff movements as needed.

Other duties as assigned.

Qualifications :

Secondary education preferred.

Advanced computer skills and experience using Google Docs and Microsoft Applications.

Strong experience in office administration and basic project coordination / management is desirable.

Experience with festivals and events is an asset.

A valid Class 5 Driver’s licence (clean abstract) is desirable.

Strong planning, prioritization, and big-picture thinking.

Comfortable working independently and owning projects.

Flexible, organized, and thrives in a fast-paced environment.

Trustworthy, reliable, and accountable.

Positive, proactive, and solutions-focused.

Excellent multitasking, communication, and problem-solving skills.

High attention to detail and strong administrative abilities.

Works well independently and as part of a team.

Respects cultural diversity and maintains a bias-free workspace.

Reflect the Shambhala spirit through kindness, inclusivity, and a welcoming approach!

The Perks :

At Shambhala, we're not just about the music; we're about creating an incredible experience for our team too. Here's what you can look forward to when you join us in a contract position :

Team Yoga Classes : Dive into wellness with complimentary yoga sessions for our HQ team in the off-season. Let's embark on a journey together toward enhanced well-being and mindfulness! ????️‍♀️

The "20cm Rule" : If Whitewater gets at least 20cm of snow overnight, Shambhala HQ staff have the option to take the morning off to enjoy the powder before heading to work. ????

Savoy Hotel Discounts & Bloom Nightclub Shows : Enjoy exclusive discounts on stays at The Savoy Hotel for you and your loved ones! Plus, as part of the Shambhala HQ team, you can attend selected shows at Bloom Nightclub free of charge. ????️.

Casual Dress Code : Embrace your individuality with our flexible dress policy.

Competitive Salary : We offer a competitive salary that aligns with industry standards.

Unique and Exciting Work : Joining Shambhala HQ isn't just a job—it's a unique experience! Shambhala HQ staff get an insider's look at the festival, from planning to execution. Dive into the magic of Shambhala firsthand!

Pay Rate :

$23-25 per hour based on experience.

Shambhala Music Festival is committed to employment equity. We strongly encourage applications from Indigenous peoples, Black people, racialized people, people with disabilities, people from gender and sexually diverse communities and / or people with intersectional identities.

Ready to join the team? Submit your resume and cover letter below.

Please watch the video below for an inside look at the culture you’ll be joining at Shambhala Music Festival! ????