Executive Assistant, Project

Based in Vicuña’s Vancouver office, reporting to the Executive Project Director, the Executive Assistant, Project provides dedicated support to the Project Team and its leadership. The role combines traditional administrative responsibilities with executive-level support, including complex calendar management, travel coordination, preparation of PowerPoint presentations and reports, meeting and workshop logistics, document control support, and coordination of day-to-day project administration. This position works closely with project leaders and cross-functional teams to ensure activities are organized, well communicated, and executed efficiently in a fast-paced environment.

Key Responsibilities:

• Provide dedicated administrative and executive support to the Executive Project Director and the broader project team.
• Manage complex calendars, coordinate meetings, workshops, and reviews, and ensure leaders are prepared with agendas, materials, and logistics.
• Book and manage complex domestic and international travel, including flights, accommodation, ground transportation, itineraries, visa support requirements, and changes to travel plans.
• Prepare, format, and refine PowerPoint presentations, reports, briefing materials, and other professional communications for internal and external stakeholders, including board level documentation.
• Coordinate meeting packages, take minutes when required, track action items, and follow up to support timely closeout of commitments.
• Act as a point of contact for some initiatives and handle sensitive and confidential information with discretion.
• Support preparation and submission of expense reports, travel requests, other administrative documentation.
• Maintain organized digital filing systems, distribution lists, trackers, and project records, including support for SharePoint or other collaboration platforms.
• Assist with formatting documents, templates, correspondence, and reports to maintain consistency and a professional standard across project deliverables.
• Coordinate onboarding and offboarding activities for project personnel, including workspace readiness, access requests, equipment coordination, and orientation support.
• Support team events, leadership visits, workshops, site visits, and other project functions, including catering, room bookings, materials, and logistics.
• Track deadlines, key deliverables, and administrative actions to help keep project priorities visible and on schedule.
• Liaise with corporate functions, external service providers, and other executive support staff to improve coordination and efficiency.
• Order office supplies and maintain general administrative readiness for the project team.
• Provide ad hoc support for special assignments, document publishing, printing, and other administrative or coordination needs as they arise.

Qualifications, Skills & Experience:

• Minimum 5-7 years of administrative experience, including experience supporting senior leaders or project leadership in a fast-paced corporate or project environment.
• Demonstrated ability to manage competing priorities, tight deadlines, and changing schedules with a high degree of professionalism and judgment.
• Strong experience with complex calendar coordination, travel booking, meeting logistics, and expense management.
• Advanced proficiency in Microsoft Office, particularly PowerPoint, Word, Outlook, and Excel, with the ability to produce polished presentations and well-formatted documents.
• Strong organizational skills, attention to detail, and ability to maintain accurate records, trackers, and filing systems.
• Excellent written and verbal communication skills, with strong interpersonal skills and the ability to work effectively across teams.
• Ability to manage confidential information with discretion and sound judgment.
• Experience supporting project teams, technical teams, or executive stakeholders is considered an asset.

Core Attributes

• Highly organized and proactive
• Service-oriented and dependable
• Professional and discreet
• Strong sense of ownership and follow-through
• Able to work independently while supporting a team environment

About Vicuña Corporation

Vicuña Corporation is developing the Vicuña Project and requires strong project support capabilities to help its teams operate efficiently and professionally as the project advances.