Hybrid Executive Assistant

at Topdown Charts

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: CA$80,000 - CA$90,000 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Vancouver, Canada

About the role

• Executive Assistant providing support to the Managing Director at Top Down Ventures, enhancing organizational effectiveness and coordinating multiple initiatives.

Responsibilities

• Manage and prioritize email, including drafting and responding on behalf of the Managing Director when appropriate.
• Serve as a liaison with internal team members and external partners at all levels.
• Prepare meeting agendas, briefing materials, presentations, and follow-up items.
• Provide administrative and organizational support that increases the Managing Director’s availability for executive-level responsibilities.
• Support project coordination across multiple initiatives, moving quickly between priorities as needed.
• Plan, coordinate, and manage events including leadership meetings, offsites, investor meetings, and company sponsored events (logistics, timelines, vendors, materials, follow-up, etc.).
• Ensure events and meetings are well-organized, professionally executed, and aligned with leadership objectives.
• Support marketing initiatives, including social media management, event registration coordination, outreach efforts, and other items as needed.
• Proactively identify opportunities to improve systems, workflows, and organization across administrative and operational tasks.
• Manage and maintain the Managing Director’s calendar, including scheduling internal and external meetings, calls, and appointments.
• Coordinate complex travel arrangements, including flights, accommodations, ground transportation, and itineraries.
• Handle sensitive and confidential information with professionalism and discretion.

Requirements

• 3+ years of experience supporting executives in a fast-paced environment.
• Experience in tech, SaaS, startups, or investment environments is a strong plus.
• Proven experience with calendar management, email management, and executive support.
• Experience with event planning, event coordination, and social media management is strongly preferred.
• Experience using Asana (or similar project management tools) to track tasks and deadlines.
• Comfortable working with modern tools (Google Workspace, Slack, Zoom, project management tools, etc.).
• Ability to quickly learn new systems and adapt as tools and processes evolve.
• Willingness and ability to travel several times per year to support company events, conferences, and partner engagements.

Benefits

• Top-tier benefits with 100% employer-paid extended health and dental coverage.
• Professional development budget to keep growing your skills and investing in your career.
• Access to a premium gym right in the building, making it easy to squeeze in a workout without disrupting your day.
• Stocked kitchen with organic local coffee and snacks.
• Mac laptops so you can do your best work.