Executive Assistant

Smith + Andersen • Vancouver, BC

2d • CA$65,000 - CA$80,000 • Onsite

About The Position

We are seeking a highly organized and proactive Executive Assistant to support a Principal at our Burnaby office. This is a dynamic, client-facing role that sits at the intersection of project coordination, business development, and office operations in a professional consulting engineering environment. The ideal candidate thrives in a fast-paced, deadline-driven setting and takes pride in enabling leaders to focus on delivering exceptional client outcomes. This posting is for an existing vacancy within our organization.

Requirements

• Post-secondary education in Business Administration, Office Administration, or a related field; an equivalent combination of education and relevant experience will be considered.
• Minimum 3–5 years of experience in an executive or senior administrative support role, ideally within a professional services environment (engineering, architecture, legal, accounting, or similar).
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint); experience with project management or ERP platforms (e.g., Deltek Vantagepoint or equivalent) is an asset.
• Exceptional written and verbal communication skills, with a keen eye for detail and professional presentation.
• Strong organizational skills with the ability to manage competing priorities, meet deadlines, and adapt quickly to changing demands.
• High degree of discretion and confidentiality when handling sensitive business and personnel information.
• Self-motivated and solutions-oriented, with the ability to work both independently and collaboratively as part of a multidisciplinary team.

Nice To Haves

• Familiarity with proposal and RFP/RFQ processes in a consulting or professional services context is a strong asset.

Responsibilities

• Provide comprehensive administrative support to one or more Principals, including calendar management, meeting coordination, correspondence, and travel arrangements.
• Prepare, edit, and format professional documents, reports, presentations, and correspondence to a high standard.
• Screen and manage incoming communications; exercise sound judgment in prioritizing and routing inquiries.
• Coordinate internal and external meetings, including drafting agendas, capturing meeting minutes, and following up on action items.
• Maintain organized electronic filing systems and ensure document version control.
• Monitor and review Requests for Proposals (RFPs) and Requests for Qualifications (RFQs); summarize requirements and coordinate response timelines.
• Lead or support the assembly of proposal packages and qualification submissions, coordinating inputs from technical staff, subconsultants, and the marketing team.
• Track proposal status and maintain a library of up-to-date project descriptions, staff CVs, and standard proposal content.
• Prepare and process Requests for Additional Fees (RAFs), including drafting, internal review coordination, and client communication.
• Maintain client and contact databases, ensuring entries are current and complete.
• Manage the project initiation process, including opening projects, maintaining project files, and coordinating setup in project management systems (e.g., Deltek Vantagepoint).
• Support project teams with administrative tasks including document control, correspondence management, and scheduling.
• Assist with tracking project milestones, deliverable deadlines, and key project correspondence.
• Support onboarding of new staff, including coordinating orientation, preparing materials, setting up workstations, and facilitating introductions to office procedures and systems.
• Assist with coordination of staff departures and off-boarding logistics in partnership with Human Resources.
• Organize and support planning of internal events, client appreciation events, team activities, and firm-wide initiatives.
• Manage office supply ordering, access card and equipment administration, and other day-to-day office needs.
• Liaise with Human Resources, IT, accounting, and other corporate functions on behalf of the local office team.
• Serve as a resource for Health & Safety compliance activities, including JHSC meeting participation and coordination of required training.

Benefits

• Competitive salary
• Flexible hours and half day Fridays (all year round)
• Comprehensive Group Health Benefits Program, including a Health Spending Account
• Group Retirement Savings Plan (Employer and Employee Contributions)
• Employee Share Ownership Program (ESOP)
• Purchase Time off Program
• Transit Subsidy Program
• Wide variety of community and social events

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree