EXECUTIVE ASSISTANT TO THE CEO
SOA's Executive Assistant is a trusted strategic partner to the CEO, enabling executive effectiveness through exceptional organization, proactive planning, sound judgment, and professional communication. This role plays a critical part in helping the CEO focus on strategic priorities by anticipating needs, protecting executive time, coordinating information and activities, and ensuring commitments are executed efficiently.
Working closely with leadership, staff, clients, and external partners, the Executive Assistant builds trusted relationships, exercises a high degree of discretion, and consistently demonstrates initiative, accountability, and professionalism. Success in this role is achieved by creating capacity for the CEO, improving organizational effectiveness, and ensuring important priorities continue to move forward.
About SOA
At Station One Architects, we design spaces that matter: schools, community hubs, affordable housing, and multi-family developments that bring people together. Based in beautiful Chilliwack, BC, we are a team that values collaboration, growth, and enjoying the work we do.
Why You Will Love It Here
- Competitive salary with a full benefits package (extended health and dental, no premiums)
- Regular team events, retreats, and Friday afternoons off in the summer
- Professional development opportunities, with support for training and courses
- A welcoming workplace that values balance, inclusion, and fun
SOA Executive Assistant to the CEO:
Executive Partnership
- Manage and optimize the CEO's calendar, meetings, travel, and priorities to maximize productivity and support strategic objectives.
- Proactively manage executive communications by monitoring email, Teams, and other correspondence, prioritizing matters requiring attention, preparing draft responses, and coordinating follow-up.
- Research, gather, and summarize information from across the organization to provide concise executive briefings that support timely decision-making.
- Build strong working relationships with internal and external stakeholders, serving as a professional and trusted point of coordination on behalf of the CEO.
Executive Operations
- Coordinate executive priorities, delegated actions, leadership initiatives, and strategic commitments, ensuring accountability and timely completion.
- Anticipate challenges, identify opportunities, recommend solutions, and continually seek ways to improve executive effectiveness and organizational efficiency.
- Prepare high-quality reports, presentations, correspondence, meeting materials, and executive documentation with exceptional attention to detail.
- Coordinate meetings by preparing agendas, organizing materials, recording decisions and action items, and ensuring commitments are followed through to completion.
Administrative & Organizational Support
- Coordinate travel, events, client meetings, site visits, and executive logistics.
- Maintain organized records while safeguarding confidential and sensitive information.
- Provide limited personal administrative support that enables the CEO to remain focused on business priorities.
- Support leadership initiatives, special projects, and other responsibilities that contribute to achieving SOA's mission, vision, values, and strategic objectives.
MUST HAVE
- Business Administration, Communications, Project Management Diploma, degree, or equivalent experience in a related discipline.
- Minimum five years' experience supporting senior executives in a professional services environment.
- Exceptional English written, verbal, and interpersonal communication skills.
- Advanced proficiency with Microsoft 365, Teams, Adobe products.
- Demonstrated ability to manage multiple priorities, exercise sound judgment, and work independently in a fast-paced environment.
- Valid BC Driver's Licence and access to a reliable vehicle.
PERSONAL ATTRIBUTES
- Professional, trustworthy, and maintains the highest level of confidentiality.
- Proactive, resourceful, and demonstrates initiative and ownership.
- Highly organized with exceptional planning and time-management skills.
- Strong critical thinking, research, and problem-solving abilities.
- Builds positive relationships through professionalism, collaboration, and emotional intelligence.
- Adaptable, resilient, and comfortable managing changing priorities.
- Detail-oriented with a commitment to producing accurate, high-quality work.
- Welcomes feedback and committed to continuous learning and improvement.
NICE TO HAVE
- Experience within an architectural, engineering, or construction firm.
- Experience with business management, collaboration and design platforms such as Smartsheet, ERP’s, Smartsheet, InDesign or similar software.
MEASURES OF SUCCESS
The Executive Assistant is successful when:
- Executive time is protected, priorities are clear, and scheduling conflicts are proactively resolved.
- Information is researched, organized, and presented in a concise manner that supports informed decision-making.
- Meetings, communications, and executive deliverables are prepared professionally, accurately, and on time.
- Commitments, action items, and strategic priorities are consistently tracked through to completion.
- Opportunities to improve executive effectiveness, communication, and organizational efficiency are proactively identified and implemented.
- The CEO is able to focus on strategic leadership because the administrative burden is minimized and day-to-day operations are effectively coordinated.
- Professionalism, trust, confidentiality, and sound judgment are consistently demonstrated in all interactions.
SOA SALARY RANGE: $55,000 – $70,000 per year
Ready to Apply?
If this sounds like a place you could see yourself, we would love to hear from you. Apply by emailing your PDF cover letter and resume to [email protected] no later than Monday, August 17. Only shortlisted candidates will be contacted for next steps.
Job Type: Full-time
Pay: $55,000.00-$70,000.00 per year
Benefits:
- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
