Executive Personal Assistant

About Vantage Vantage Commodities is a trader-led lumber firm based in Vancouver. We're a small, focused team that values sharp execution and clear thinking. The Role We're looking for a sharp, highly organized Executive Personal Assistant to support our Managing Director. This is a high-trust, high-ownership role—you'll be embedded in the day-to-day operations of both the business and the executive's personal life. You'll own the CEO's schedule, keep the office running smoothly, and handle everything from onboarding new hires to booking travel to picking up dry cleaning. If you thrive on variety, move fast, and take pride in making things run without being asked twice, this role is for you. This is a replacement role with a target start date of September 3rd. We're looking for someone who wants to grow with the company long-term. You'll be interviewed by our current EA, and her read on your personality and working style carries a lot of weight in our decision. We're a small team and this role is highly visible. We need someone who gels well with the people around them, not just someone who can do the job on paper. What You'll Do Executive Support Own and manage the Managing Director's calendar end-to-end—scheduling, prioritizing, and protecting his time Coordinate personal tasks including dry cleaning, dog walking, errands, and personal appointments Plan and organize personal events, vacations, and travel logistics Office Administration Keep office operations organized and running efficiently day-to-day Manage and organize company documents, files, and records Handle invoicing and basic financial administration tasks HR & People Support the hiring process for the office end-to-end—posting roles, screening candidates, scheduling and conducting interviews Lead onboarding for new hires—coordinate paperwork, equipment, and first-day logistics Events & Scheduling Plan and execute company events, team gatherings, and client-facing functions Manage logistics for both work and personal events from start to finish What We're Looking For Exceptionally organized with strong attention to detail Personable and easy to be around—you'll be working closely with the CEO and interacting with staff, clients, and vendors daily Discreet and trustworthy—you'll be handling sensitive personal and business matters Proactive and self-directed; you don't wait to be told what needs doing Strong written and verbal communication skills Comfortable and competent with computers and picking up new tools quickly Previous experience as a PA, EA, or office administrator is a strong asset but not a requirement Able to adapt quickly between professional and personal tasks without missing a beat Work Location: In person

The role involves managing the Managing Director's professional and personal calendars, travel, and errands. Additionally, the assistant handles office administration, basic financial tasks, and end-to-end HR support including hiring and onboarding.

Candidates must be exceptionally organized, proactive, and discreet with strong communication skills. While previous experience as a PA or EA is an asset, it is not a strict requirement.

• Time managementPreferred

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Office Administration
• Executive Support
• HR Support
• Onboarding
• Travel Coordination
• Financial Administration
• Event Planning
• Written Communication
• Verbal Communication
• Time Management
• Discretion

• Administrative
• Management & Leadership
• Human Resources
• Finance & Accounting
• Logistics

Minimum experience

0+ years

Apply by

Feb 20, 2027

Posting language

English

Working hours

40 hours per week

Seniority

Entry level

Application method

Direct apply is available