Executive and Office Coordinator

Job Description

<p><b>Job Title: Executive and Office Coordinator</b></p><p><b>Location: Vancouver/Toronto, Canada (Onsite)</b></p><p><b>Job Type - Full Time</b></p><p><br></p><p><b>Job Summary</b></p><p>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. </p><p><br></p><p>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.</p><p><br></p><p><b>What you'll be doing:</b></p><p><b>Executive Support</b></p><ul><li>Provide high-level administrative and operational support to the EVP including proactive calendar management, inbox coordination, meeting logistics and travel arrangements.</li><li>Organize leadership, departmental and cross-functional meetings; prepare agendas, compile and distribute materials, record minutes and track action items.</li><li>Draft, edit and format executive-level correspondence, presentations, briefing notes and internal communications.</li><li>Anticipate emerging issues and priorities; provide recommendations and support decisions-making in a fast paced environment.</li><li>Act as a trusted liaison between the EVP and internal teams, representing the EVPs perspective when appropriate and ensuring alignment across stakeholders</li><li>Handle sensitive and confidential information with discretion and professionalism.</li></ul><p><br></p><p><b>Office and Operations Coordination</b></p><ul><li>Support day-to-day operations of the Vancouver office, by managing administrative tasks, overseeing office supplies, and maintaining facilities.</li><li>Coordinate onboarding logistics for new hires within the Vancouver team, partnering closely with HR, IT, and internal stakeholders.</li><li>Maintain accurate filing systems and documentation, including contracts, approvals, signing authorities, and expense records.</li><li>Process and track expense claims, invoices, purchase orders, and procurement requests while maintaining accurate records.</li><li>Coordinate vendor relationships, request quotes, and support procurement and delivery of services or materials.</li><li>Set up in-person and virtual meetings, including room bookings, webinars, catering, and equipment coordination.</li></ul><p><br></p><p><b>Relationship & Stakeholder Management</b></p><ul><li>Build strong working relationships with internal teams and external partners to support the EVP in achieving business, operational, and client objectives.</li><li>Serve as a key point of contact for office-related inquiries, ensuring timely communication and resolution.</li></ul><p><br></p><p><b>What you'll have:</b></p><ul><li>A diploma or degree in business administration or a related field, or an equivalent combination of education and experience.</li><li>5+ years of experience supporting senior leaders and/or managing office operations in a dynamic business environment.</li><li>Strong proficiency with Google Suite (Docs, Sheets, Slides, Gmail and Calendar).</li><li>Exceptional organizational and time-management skills, with the ability to juggle multiple priorities and deadlines.</li><li>Proven ability to anticipate needs, work independently, and exercise sound judgment.</li><li>Confidence to act on behalf of senior leaders when appropriate and make effective, well-informed decisions.</li><li>Excellent written and verbal communication skills with strong interpersonal abilities.</li><li>High level of discretion, professionalism, and integrity when handling confidential information.</li><li>A reputation for reliability, follow-through, and delivering on commitments.</li></ul><p></p>