About Optima Living Founded in 2007 by two friends inspired by their families’ dementia journeys, Optima Living was created to provide a more home-like experience in seniors housing and care. What began as a personal mission has grown into one of Western Canada’s leading senior living and continuing care providers. Today, Optima Living offers Independent Living, Assisted Living, Supportive Living, Long-Term Care, Brain Health, and Memory Care across Alberta and British Columbia. Our innovative approach includes Spark, Your Wellness, Your Way; our proprietary brain health and care model. As the only Top 10 Canadian senior living and care provider focused exclusively on Western Canada, we proudly serve more than 6,000 residents. Guided by our North Star, Let us welcome you home™, we are committed to People, Place, and Community. With a resident-first philosophy and a focus on innovation, we are redefining aging with purpose creating communities where seniors live with dignity, connection, and joy. Position Summary We are seeking a highly organized and proactive Senior Executive Assistant & Strategic Coordinator to join our team as a trusted partner to the Co-founders/ Principals and senior executive team in a fast-paced, complex environment. The role extends the executive's capacity by managing time, information and priorities so that attention stays on what matters most. Beyond high-level administrative support, the role coordinates the executive's key initiatives across departments, prepares analysis and recommendations that inform decisions, and runs the executive's operating rhythm. It also leads secretariat and coordination support for the Executive Team meetings by keeping agendas, decisions and deliverables on track through to completion. Scope of Authority Reporting to a Co-founder/Principal, this role supports,



informs and coordinates executive’s decision-making. It does not hold decision-making authority, budget authority, or accountability for the outcomes of others' deliverables. Recommendations are prepared for the executive, and decisions rest with the executive or the appropriate accountable leader. Within that scope, the incumbent is expected to exercise independent judgment on scheduling, prioritization, information flow and coordination, consulting the executive on matters of significant business impact.

Key Responsibilities
Strategic Coordination and Decision Support
- Maintain a clear view of the executive's strategic priorities and ensure the calendar, commitments and incoming requests stay aligned with them; flag drift and recommend adjustments.
- Design and manage the executive's operating rhythm, including leadership meetings, planning check-ins, reporting cycles and decision timelines.
- Prepare options, analysis and recommendations for upcoming decisions, outlining relevant context, risks and trade-offs. Decision authority remains with the executive.
- Coordinate and monitor progress on the executive's priority initiatives across departments, identifying dependencies, blockers and emerging risks and bringing them forward early.
- Lead or coordinate defined special projects as assigned, owning the process, timeline and coordination,



with approvals and outcomes resting with the executive or project sponsor.
- Gather input from leaders and stakeholders ahead of key meetings or decisions so the executive understands the range of positions and potential concerns.
- Synthesize reports, data and stakeholder input into concise summaries that highlight themes, implications and items needing attention. Executive Support and Priority Management
- Manage a complex, high-volume calendar in line with strategic priorities, protecting preparation and thinking time and balancing operational demands, travel and agreed personal commitments.
- Anticipate scheduling and priority conflicts, assess urgency and business impact, and resolve them using independent judgement, consulting the executive on matters of significant impact.
- Oversee the coordination of meetings across multiple time zones, ensuring participants, locations, virtual links, catering, technology and materials are in place.
- Partner with the Event Manager to align executive and event schedules and logistics, resolving conflicts or changes promptly.
- Prepare daily and weekly executive briefings that highlight priorities, decisions required, risks, deadlines and follow-up items, not only the schedule.
- Manage incoming correspondence and requests, resolving or redirecting matters that do not require the executive's attention; draft, edit and coordinate qualified communications on the executive's behalf.
- Prepare meeting briefs, background analysis, presentations, reports and supporting documents so the executive is fully informed and prepared.
- Track the executive's commitments, decisions, delegated tasks and deadlines, following up with owners discreetly and consistently to ensure completion.
- Oversee do

📌 Senior Executive Assistant (Vancouver)
🏢 Optima Living
📍 Vancouver