Executive Assistant

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 simple 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 Environment

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 lunch break. The position operates in a hybrid model, with 23 days per week in the office and the remaining time working remotely. You will regularly use Microsoft 365 tools, including Excel, PowerPoint, Outlook, Power BI, Power Automate, and Copilot, as well as other standard office technologies. The team values development, frequently spends time in the mountains, and holds regular offsites, offering a culture that supports growth, collaboration, and a strong connection to the outdoors. Dress code is typical of a modern, office-based environment that reflects an active, outdoor-oriented brand culture

Job Type & Location

This is a Contract position based out of North Vancouver, BC.

Pay and Benefits

The pay range for this position is $29.50 - $34.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Job Type & Location

This is a Contract position based out of North Vancouver, BC.

Workplace Type

This is a hybrid position in North Vancouver,BC.

À propos d'Aston Carter

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, lacquisition de talents, les achats, la chaine dapprovisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de lindustrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service dun grand nombre dentreprises du classement Fortune 500. Nous sommes fiers davoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing® Client et Talent décernés par ClearlyRated.

Aston Carter est un employeur souscrivant au principe de légalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de lâge, de la couleur, de la religion, des origines nationales, du statut dancien combattant, dun handicap, de lorientation sexuelle, de lidentité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande daccommodement raisonnable, tel que la modification ou lajustement du processus de demande demploi ou dentrevue à cause dun handicap, veuillez envoyer un courriel à astoncarteraccommodation@astoncarter.com pour connaître dautres options daccommodement.

Ordonnance sur légalité des chances de San Francisco: Conformément à lOrdonnance sur légalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.

Utilisation de lintelligence artificielle (IA): Nous pouvons utiliser lintelligence artificielle (IA) pour soutenir certaines étapes de notre processus dembauche, notamment la recherche, la présélection et lévaluation des candidatures. LIA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à laide doutils dIA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.