Executive Assistant / Group COO

Full-Time · In-Person · Reporting Directly to the CEO

About the Role

We're looking for a highly proactive, execution-focused Executive Assistant / Group COO to work directly alongside our CEO, spanning business, personal, and estate & property management matters. This is a high-trust, high-autonomy position for someone who thrives in a fast-paced environment, filters noise before it reaches the CEO's desk and reliably drives tasks and projects to completion across departments and entities.

Responsibilities

Business & Corporate (~65%)

- Ensure regular daily reporting from all department managers, keeping a clear pulse on whether the business is running and flowing in a healthy direction.
- Act as a problem-solver and filter — triaging low-level tasks and elevating only what genuinely requires CEO-level decision-making.
- Drive tasks and projects through to completion across departments.
- Communicate closely with the CFO, Chief of Staff (CoS), and COO.
- Deliver messages to the CEO clearly and ensure follow-through on execution.
- Coordinate with the Project Manager on timelines and deadlines.
- Support business development initiatives, research projects, and problem-solving activities as requested by the CEO.
- Continuously develop proficiency in AI tools and technology platforms to support research, analysis, and productivity initiatives for the CEO.
- Ensure a qualified backup is identified and adequately trained to perform the role's critical responsibilities during periods of absence, supporting business continuity and operational stability.

Personal (~25%)

- Driving the CEO to and from the office daily / commute support.
- Performing personal and business-related errands and special assignments as requested by the CEO.
- Light travel booking.
- Managing the CEO's personal calendar, scheduling, and appointments,



while filtering and prioritizing inquiries and requests.
- Coordinating, maintaining, and recruiting household service providers and residential staff for the family residence, as required.
- Managing vehicles and insurance across the household in one unified system.
- Researching charitable giving opportunities.
- Ability to recruit, source, and hire staff as needed.

Estate & Property Management (~10%)

- Maintaining property profiles.
- Maintaining accurate, up-to-date records of property leases, expenses, service providers, and related documentation.
- Coordinating closely with the Finance team to keep current records of property expenses, property taxes, environmental reports, and other property-related documentation.
- Tracking rent and expenses.
- Managing tenant relationships.
- Coordinating caretakers.
- Coordinating estate planning activities, including insurance and legal matters, and communications with advisors, service providers, and family representatives.
- Organising the Family Trust and Family Will documentation.
- Building and maintaining organisational charts.

Ideal CandidateRequirements

- Bachelor’s degree in business administration, Commerce, or a related field
- Prior experience in a similar Executive Assistant / COO-support role.
- Experience in property management
- Familiarity working with AI tools.
- Full valid BC driver's license (no vehicle required)




- Legally entitled to work in Canada on a permanent basis (Canadian citizen or Permanent Resident)

Who You Are

- Proactive and self-directed.
- A clear, confident communicator.
- Execution-focused, with a bias toward getting things done.
- Comfortable operating in a fast-paced setting.
- Highly organised, with strong attention to detail.
- A sharp problem-solver who filters out noise before it reaches the CEO.
- A long-term career-minded professional committed to supporting the CEO and family office.
- Receptive to direct feedback from the CEO and able to adapt quickly to evolving priorities
- Emotionally intelligent (high EQ), with strong situational awareness and sound judgment

Schedule Monday to Friday, 7:30am – 4:00pm. Given the nature of this role and its direct support of the CEO, occasional availability outside core hours should be expected within reason. Reasonable flexibility required to support the CEO’s varying hours and travel across time zones.

Compensation

- Base salary of $ annually.
- Performance-based bonus tied directly to execution and measurable results.
- Clear path to six-figure total compensation through salary growth and performance incentives.

Performance Evaluation Performance will be evaluated based on the ability to:

- Consistently "buy back" time for the CEO by removing friction and taking ownership of tasks.
- Centralize and streamline business and personal operations.
- Improve efficiency, organization, and overall execution across priorities.

To Apply Please send a brief introduction about yourself, your relevant experience, and why this type of role appeals to you, to [email protected]

Pay: Up to $85,000.00 per year

Benefits

- Company events
- Flexible schedule
- On-site parking
- Paid time off
- Store discount

Work Location: In person

📌 Executive Assistant / Group COO (Richmond)
🏢 MadroChiang
📍 Richmond