This Role's Mission Strategically orchestrate our CEO Olivia's time, reach, capacity, and impact. Nothing that passes through her office gets dropped. Ensure she walks into every room prepared. Supporting Olivia always comes first. Beyond that, because we are small and moving quickly, this role grows into special projects, people operations, and office management alongside our Head of People, with scope that expands as you find your rhythm. This is a true partnership. Olivia is thoughtful, direct, and unusually self-aware. She hands over outcomes instead of instructions, wants your opinion more than your agreement, and pays close attention to what energizes the people around her. Expect candor in both directions, and clear expectations you can hold her to as much as she holds you to them. This is a hybrid role, with expected in office days M, W, F. Responsibilities 1. CEO capacity. Sole owner of Olivia's calendar and the shape of her week.
- Owns and prioritizes the calendar, balancing internal meetings, partner and investor commitments, protected deep work, and personal time. Decides what earns a slot, what gets shortened, declined, or rerouted, and identifies and resolves conflicts before they land.
- Maintains the weekly priority and open-loop lists, proactively manages deadlines, and brings real recommendations on where the CEO's time should go. 2. Correspondence. Owns the inbox and the CEO's outbound written presence.
- Triages inbound, screens what does not need her, owns response time on external correspondence, and drafts, proofreads, and sends on her behalf in a tone that matches her voice.
- Produces briefing docs, memos, presentations, and first-pass research on request. 3. Fundraise and investor operations. Owns every logistical detail of future raises.




- Investor tracker as system of record, with every conversation, ask, objection, and commitment logged, plus meeting sequencing across the process.
- Diligence from intake through closure, and the data room: structure, contents, permissions, version control.
- Investor updates shipped on a fixed cadence, with the right level of information, data, and context for each recipient, and follow-up discipline so no thread goes cold. Serves as a thoughtful liaison between the CEO and investors, and as the primary point of contact. 4. Decision follow-through. The single source of truth for what Olivia committed to.
- Owns meeting prep (objective, context, pre-read, who is in the room and why), captures the decisions and commitments coming out, and chases them to closure across the company regardless of whose name is on them.
- Reminds the team of prior decisions and agreed-upon timelines to keep momentum and pacing humming. 5. Meeting and ritual production. Owns the planning and execution of every company and exec forum.
- All Hands: calendar, deck build, content chased from leads to deadline, day-of logistics, recording, follow-up.
- Exec meetings, offsites, team dinners, leadership sessions, and quarterly planning: agendas, pre-reads, materials, logistics, notes, and decisions circulated.
- Broader rhythm of business: proactively prepares materials for key initiatives and loops in stakeholders as needed,



in partnership with the Head of People. 6. Travel and logistics. Owns Olivia's movement and the admin around it, plus occasional broader team travel and event logistics.
- Coordinates complex domestic and international travel end to end, including flights, accommodations, ground transportation, and detailed itineraries, recovers in real time when plans break, and processes expenses, reimbursements, and credit card reconciliations. 7. Board operations. Owns board operational & administrative logistics (not content or context).
- Manages board meetings end to end: scheduling, materials production, pre-read deadlines, dinners, director travel, minutes, action tracking, and follow-up communications. 8. Cross-functional projects. Partners with operations leadership on CEO-led initiatives as they arise.
- Works closely with our fractional CFO on finance operations and information flow to and from the CEO.
- Acts as a delegate for the CEO on expense approvals, purchase orders, and tooling with careful attention to internal policy. 9. People operations and workplace. Owns the office from day one and grows into people operations alongside our Head of People.
- Day one: owns office management and workplace experience, including kitchen and supplies, vendors, catered lunches, and office readiness, in partnership with Facilities Manager.
- Over time: partners with the Head of People on onboarding logistics, HRIS and people admin, company milestones, internal events, and people programs. Ideally this grows into a meaningful share of the role during quieter periods between fundraises. Key Qualifications
- 3+ years as an Executive Assistant or in a senior administrative support role, ideally supporti

📌 Senior Executive Assistant (Saanich)
🏢 Limelight Steel
📍 Saanich