Executive Assistant to Inside & Outside Leads

Role overview

Operations and design standards

• Track deadlines across active builds, identify owners and due dates, and follow up before work is late.
• Maintain the Notion workspace, update databases, and flag stale or broken information.
• Keep design standards and process documentation current.
• Prepare internal meeting materials, track actions, and manage calendars and inboxes where useful.

Sales and business development support

• Follow up on every sales conversation and keep leads, pipeline stages, and next steps current.
• Draft outreach, follow-ups, and meeting recaps for review and sending.
• Coordinate travel, meeting bookings, prospecting trips, client and partner meeting materials, and partnership commitments.

Order pipeline ownership

• Build and issue quotes, issue invoices, track outstanding payments, and follow up on payment.
• Track orders from quoted through invoiced, paid, and delivered stages.
• Coordinate freight, shipping, and delivery schedules with suppliers and customers.
• Work with warehouse support on inventory flow and maintain current knowledge of every open order.

Tools and work approach

• The company uses AI tools extensively, including a Claude workspace integrated with its systems; the role requires using AI output effectively and checking it for errors.
• The role requires independent judgment, adapting support to two different leaders, and managing competing priorities.
• Clear writing and attention to numerical and operational detail are important.

Required qualifications

• At least three years in an executive assistant, operations coordinator, sales support, or similar role.
• Demonstrated comfort using AI tools day to day.
• Strong written English for client-facing communication and confidence with quotes, invoices, freight costs, and order totals.
• Reliable transportation to the Surrey office and legal entitlement to work in Canada.

Helpful experience

• Experience with Notion, Shopify, or JobTread is helpful but not required.
• Furniture, interiors, construction, product-business, freight or logistics experience, and small-business experience are helpful but not required.

Workplace and schedule

• Full-time, on-site work at the Surrey office; the role is not hybrid or remote.
• The description lists an hourly rate of $25–$32 and later states $30–$32 per hour depending on experience.
• The description gives expected hours as 40 per week, with some flexibility toward slightly reduced hours for the right person.
• The role is intended to start as soon as the right person is found.

Benefits

• Benefits listed include dental care, extended health care, a flexible schedule, on-site parking, and paid time off.

Application

• Applicants are asked to send a resume and a short note describing a time they made a messy process run properly.