Executive Assistant at Teifi Digital Inc. – Vancouver, British Columbia

Teifi Digital, a Shopify Plus Platinum partner, excels in resolving complex e-commerce challenges. We focus on integrating large catalogs, sophisticated data frameworks, and legacy systems into seamless unified commerce and B2B solutions, delivering unparalleled customer experiences. Our skill in deploying Shopify Plus caters to top-tier merchants in manufacturing, parts, distribution, retail, and B2B, ensuring minimal technical debt and maximized e-commerce revenue.

Role Overview

• As an Executive and Personal Assistant to the CEO, you will provide comprehensive support across both professional and personal matters, ensuring smooth and efficient operations in all aspects of the executive’s day-to-day life.
• Your role is pivotal in enabling the CEO to focus on strategic initiatives by managing administrative tasks, streamlining processes, coordinating communications, and handling personal responsibilities as needed.
• From calendar and travel management to personal errands and confidential projects, you will play a key role in maintaining organization, enhancing productivity, and supporting the CEO in achieving both business and personal objectives.

Key Responsibilities

• Calendar & Communication Support
• • Manage the CEO’s calendar, schedule appointments, and coordinate meetings.
  • Pre-screen emails, texts, and calls, flagging urgent matters and prioritizing appropriately.
  • Draft, review, and send correspondence on behalf of the CEO.
  • Provide reminders, updates, and briefing notes to prepare the CEO for daily activities.
• Travel & Logistics
• • Coordinate travel, accommodations, and itineraries for both business and personal trips.
  • Handle event logistics, including reservations, tickets, and confirmations.
  • Occasionally accompany the CEO to events or meetings as support.
• Personal Support
• • Run personal and business errands (e.g., courier drop-offs, shopping, scheduling appointments).
  • Manage personal calendar items alongside business commitments.
  • Coordinate with service providers as needed
  • Ensure the CEO’s day-to-day life runs smoothly by anticipating needs and resolving issues proactively.
• Task & Time Management
• • Track to-do items, deadlines, and follow-ups, ensuring nothing falls through the cracks.
  • Block time for priority projects and balance competing demands on the CEO’s schedule.
  • Maintain task lists and provide regular progress updates.
• Confidentiality & Professionalism
• • Handle highly sensitive information with discretion.
  • Serve as a trusted gatekeeper between the CEO, internal teams, and external contacts.
  • Take initiative to improve processes that create efficiency and reduce stress on the CEO.

Qualifications

• Bachelor's degree in Business Administration, Communications, or a related field is preferred.
• Organizational Skills: Exceptional organizational and time-management skills, with the ability to manage multiple tasks and projects simultaneously.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with task management tools like Asana or Trello. Familiarity with CRM and ERP systems is a plus.
• Adaptability: Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Communication Skills: Excellent verbal and written communication skills, with the ability to draft professional correspondence and interact effectively with internal and external stakeholders.
• Confidentiality: Demonstrated ability to handle sensitive information with the highest level of discretion and maintain confidentiality.
• Transportation: Must have a valid driver’s license and access to a reliable vehicle for travel and errands.

Benefits & Perks

• Ongoing professional development through training programs, certifications, and peer mentorship
• Hybrid work model depending on role, with a Granville Island office and free on-site parking
• Flexibility in work hours designed to accommodate appointments and personal responsibilities
• Comprehensive health and dental coverage in Canada, plus a health spending account
• Paid office closure between Christmas and New Year’s
• Regular team culture events, stocked office snacks, and a dog friendly workplace
• Performance based bonus opportunities for full-time employees