Job Title: Executive Assistant

Job Description

This Executive Assistant role supports a global retail capabilities team that brings technology, systems, and processes into retail stores and keeps the department running smoothly day to day. The position focuses on managing budgets and KPIs, overseeing a high-volume and manual contractor invoicing process, and driving the governance cadence for projects and business reviews. You will also use AI and automation tools to streamline manual work, support leadership with calendar and meeting coordination, and help shape how the department operates. This is an ideal opportunity for someone who enjoys ownership, operational excellence, and working closely with leaders in a dynamic, outdoor-oriented culture.

Responsibilities

- Manage contractor expenses and invoices end to end, including intake, coding, approval routing, and reconciliation against budget and forecast.
- Track project budgets against approved investments and monitor department spend versus forecast, ensuring accurate and timely reporting.
- Maintain and track project KPIs and benefits, consolidating results into clear summaries for leadership.
- Support the creation of business cases by compiling costs, benefits, and assumptions, and partner with Finance during planning cycles.
- Run the governance rhythm for the department, including project intake, governance meetings, business reviews, and tracking decisions and actions.
- Build and maintain practical automations using tools such as Copilot, Power Automate, and Power BI to streamline reporting, meeting follow-ups, and leadership briefings.
- Provide calendar and meeting management support for leaders for approximately four hours per week in total.




- Coordinate on-site meetings, offsites, and cross-functional sessions, ensuring logistics, materials, and follow-ups are well organized.
- Perform administrative and operational support tasks, including data entry, document preparation, and organizing information for easy access.
- Deliver professional and responsive customer and internal stakeholder support, ensuring requests are handled promptly and accurately.
- Use Microsoft Excel and other Microsoft 365 tools to create, update, and analyze spreadsheets, presentations, and reports.
- Contribute to continuous improvement by identifying opportunities to reduce manual work and enhance processes through automation and better tools.

Essential Skills

- 35 years of experience in business operations, executive operations, project coordination, or business analysis.
- Proven experience managing calendars for leaders, including scheduling meetings and resolving conflicts.
- Hands-on experience managing contractor expenses and invoices, including coding, approvals, and reconciliation against budget.
- Experience tracking budgets, monitoring spend versus forecast, and reporting on KPIs.
- Strong administrative support skills, including organization, time management, and attention to detail.




- Customer service experience with a focus on clear communication and professional support.
- Accurate and efficient data entry skills.
- Experience in operations or operations planning in a business environment.
- Proficiency with Microsoft Office, including strong skills in Microsoft Excel and Outlook.
- Comfort working with AI and automation concepts to reduce manual work, or willingness to learn and apply these tools quickly.

Additional Skills & Qualifications

- Experience as an executive assistant or in leadership support, ideally within a global retail brand.
- Direct experience building or implementing straightforward process automations.
- Hands-on experience with AI tools such as Power Automate, Power BI, or Copilot.
- Experience in accounting or finance, or experience working closely with Finance teams.
- Advanced skills in Microsoft Excel, including building and maintaining complex spreadsheets.
- Proficiency with PowerPoint and broader Microsoft 365 tools for creating presentations and documentation.
- Proactive mindset with the ability to anticipate needs and act without waiting for direction.
- Strong interpersonal and communication skills to work effectively with cross-functional teams and leaders.
- Genuine alignment with an outdoor and mountain-oriented lifestyle and culture.

Work Workplace

You will work within a global retail capabilities team that focuses on bringing technology, systems, and process improvements into retail stores. The broader team includes multiple sub-teams, and you will be the primary Executive Assistant within this function, working closely with leadership. The role follows standard office hours of 9:00 a.m. to 5:00 p.m. with a one-hour

📌 Executive Assistant (North Vancouver)
🏢 Aston Carter
📍 North Vancouver