Executive Assistant

About Breakthrough Academy

We run a ridiculously fast-growing company that helps innovative entrepreneurs in the contracting industry grow their businesses by implementing excellent operational systems into their companies. We believe in the unlimited potential of entrepreneurship and help our Members (clients) break through barriers and take their businesses to the next level.

Our proprietary training program brings systemization to a company’s operations, develops an entrepreneur’s core business skills, and holds accountability to goals along with a clear business plan.

Breakthrough Academy is now just seven years old and growing rapidly with over 800 business owners developing in the program, and an awesome team of 40 running the show.

We’ve seen extraordinary growth and we’re well on track to continue our upward trajectory.

Because of this, we are looking for an all-star EA to support our Managing Director, to continue to advance company initiatives and goals.

This is where you come in.

This Is For You If:

• You have a pocket full of executive administrative superpowers
• You’re incredibly resourceful and naturally perceptive
• You are solution-oriented and would call yourself a professional problem solver
• People are drawn to you; you are personable, friendly and build strong relationships with anyone and everyone you meet
• Communication comes easy. You are thoughtful, precise, professional and cool as a cucumber no matter what the message is
• You demonstrate a high level of integrity and discretion when handling confidential information
• You are a go-getter – no task is too small and nothing is impossible
• You naturally anticipate needs, and proactively make moves to increase capacity for your executive
• You’re comfortable pivoting as priorities shift; you’ve got back-up plans and resources in your pockets, ready for whatever comes your way
• You hold yourself to high-standards in the work that you produce and motivate others to do the same
• You take pride in your team’s successes – big and small!
• You listen actively and your note-taking mastery ensures that you never miss a beat
• You get excited by details, planning, organizing and executing to perfection
• You enjoy working hard, getting the job done and celebrating with some fun
• You respond to internal and external inquiries by communicating in a fun and professional manner
• You believe that a great work day ends with a checked off to-do list
• You are a relentless gatekeeper, shielding your executive from unnecessary interactions
• You are action-oriented; you filter through the fluff and get down to business with the deets. “What exactly are we doing and by when?”
• You prefer to work in a buzzing environment – a fun office downtown is right up your alley
• You’re not afraid to jump in to get things done – picking up food, flowers or flipcharts!

In This Role, You Will Be:

• Gatekeeping the Managing Director’s time to prioritize high-impact company initiatives, filtering out the background noise and making time for personal things
• Taking the drivers seat of the Managing Director’s calendar and email inbox; responding on behalf of him from time to time
• Fully managing and coordinating complex travel itineraries and logistics (business and personal) for the Managing Director
• Managing all team communications on behalf of the Managing Director
• Ensuring that the Managing Director is up to speed on all company metrics, ongoing initiatives and projects, allowing for faster and better decision making
• Quarterbacking project initiatives to ensure everything stays on track, within budget and scope
• Ensuring that the team is well-prepared for meetings in advance with an agenda, clear goals and outcomes; You are here to make meetings more powerful and efficient
• Organizing and managing executive tasks within Asana
• Creating on-brand assets to support the Managing Director’s presentations to internal and external stakeholders
• Managing the the office logistics and taking care of the day to day tasks; going to the post office, creating photocopies, organzing files
• Liaising with external vendors and third-party contractors (shared office space, insurance, marketing partners, etc.)
• Maintaining highly confidential information for the business, team, or leadership and ensuring information is handled appropriately
• Overseeing and assisting with internal policies and legal projects to keep the organization on track
• Travelling to awesome, adventurous locations to support our event execution and be part of the fun!

Experience Required:

• 3+ years experience of executive support that required tremendous professionalism, confidentiality, organization and accuracy
• Experience supporting an executive who oversees a complex organization
• Experience managing calendars
• Experience managing emails
• Ability to meet tight deadlines, coordinate several projects simultaneously and manage prioritize
• Experience in a fast-paced work environment
• Experience coordinating projects involving multiple stakeholders
• Strong communicator – written and spoken (grammar)
• Strong experience with Google Drive, Google suite, Asana, MS Office, OneDrive and Canva
• Ability to travel to all company events
• Hybrid role, based in Vancouver