Executive and Office Coordinator

Job Title: Executive and Office Coordinator

Location: Vancouver/Toronto, Canada (Onsite)

Job Type - Full Time

Job Summary

Join Intellect Design as the Executive and Office Coordinator, where you’ll play a pivotal role in supporting the Executive VP, while also ensuring the smooth day to day operations of the Vancouver office.

This is a highly trusted, hands on role at the intersection of executive support, office operations and cross functional coordination. You will act as a key partner to the EVP and leadership team, anticipating needs, managing priorities and creating structure so leaders and teams can operate at their best.

What you'll be doing:

Executive Support

• Provide high-level administrative and operational support to the EVP including proactive calendar management, inbox coordination, meeting logistics and travel arrangements.
• Organize leadership, departmental and cross-functional meetings; prepare agendas, compile and distribute materials, record minutes and track action items.
• Draft, edit and format executive-level correspondence, presentations, briefing notes and internal communications.
• Anticipate emerging issues and priorities; provide recommendations and support decisions-making in a fast paced environment.
• Act as a trusted liaison between the EVP and internal teams, representing the EVPs perspective when appropriate and ensuring alignment across stakeholders
• Handle sensitive and confidential information with discretion and professionalism.

Office and Operations Coordination

• Support day-to-day operations of the Vancouver office, by managing administrative tasks, overseeing office supplies, and maintaining facilities.
• Coordinate onboarding logistics for new hires within the Vancouver team, partnering closely with HR, IT, and internal stakeholders.
• Maintain accurate filing systems and documentation, including contracts, approvals, signing authorities, and expense records.
• Process and track expense claims, invoices, purchase orders, and procurement requests while maintaining accurate records.
• Coordinate vendor relationships, request quotes, and support procurement and delivery of services or materials.
• Set up in-person and virtual meetings, including room bookings, webinars, catering, and equipment coordination.

Relationship & Stakeholder Management

• Build strong working relationships with internal teams and external partners to support the EVP in achieving business, operational, and client objectives.
• Serve as a key point of contact for office-related inquiries, ensuring timely communication and resolution.

What you'll have:

• A diploma or degree in business administration or a related field, or an equivalent combination of education and experience.
• 5+ years of experience supporting senior leaders and/or managing office operations in a dynamic business environment.
• Strong proficiency with Google Suite (Docs, Sheets, Slides, Gmail and Calendar).
• Exceptional organizational and time-management skills, with the ability to juggle multiple priorities and deadlines.
• Proven ability to anticipate needs, work independently, and exercise sound judgment.
• Confidence to act on behalf of senior leaders when appropriate and make effective, well-informed decisions.
• Excellent written and verbal communication skills with strong interpersonal abilities.
• High level of discretion, professionalism, and integrity when handling confidential information.
• A reputation for reliability, follow-through, and delivering on commitments.