Position Overview
Giffen Consulting Ltd. (Giffen) is looking to hire an Executive Assistant (EA) to join our growing team and support our CEO. We are looking for an individual to join us on a part-time basis, working approximately 24 hours per week on a hybrid work arrangement, with one day in our Vancouver office every two weeks and the remainder remote.
About Us
Giffen is a Canadian company with offices in Vancouver, BC, and Toronto, ON. that provides fit-for-purpose engineering and project delivery solutions, specializing in the mining, utility, and heavy industrial sectors.
At Giffen, we take pride in our ability to deliver flexible strategies that are tailored to the specific needs of our clients. We value relationships above all else – within our team and with our clients. We hold our team to the highest level of accountability to ensure we provide tailored solutions to successfully execute our clients’ projects.
We believe that open communication is the key to fostering reliable and lasting relationships within our company and those with whom we conduct business.
Key Responsibilities
The ideal candidate will be able to:
Handle information with an extremely high degree of sensitivity and confidentiality.
Provide comprehensive administrative support to the CEO, including managing schedules, appointments, email, and travel arrangements.
Maintain the Outlook Calendar, ensuring all meetings are scheduled efficiently and conflicts are resolved promptly.
Track and follow up on key tasks, conversations, and strategic initiatives.
Serve as a gatekeeper and liaison between the CEO and internal/external stakeholders.
Prepare, edit and format reports, presentations, memos, and other executive communications.
Perform clerical duties such as filing, photocopying, and managing office supplies to ensure a well-functioning office environment.
Organize and support high-level meetings: Take minutes during meetings, including typing, proofreading and distributing a wide variety of complex and confidential reports, letters, memos, and presentations; proactively manage action items and follow-ups.
Handle confidential and time-sensitive information with discretion and care.
Leverage AI tools to improve workflow efficiency.
Assist in process automation and CRM management (HubSpot).
Assist with personal and business admin tasks to ensure maximum focus and productivity.
Manage company season ticket packages, including assignment and distribution of tickets.
Qualifications + Experience
At least 8+ years’ experience as an Executive Assistant or in a senior administrative role directly supporting top executives.
Experience supporting founders or C-suite executives in a high-growth or entrepreneurial environment.
Post-secondary diploma in Business, Communications, Administration or similar an asset.
Experience planning multi-day events, meetings and conferences.
Technology adept and skilled in using various digital tools and platforms.
Advanced Microsoft Office skills (Word, Excel, PowerPoint, Publisher, Outlook).
Outstanding organizational skills with the ability to shift priorities and multitask.
Experience working independently.
Exceptional communicator, both written and verbal.
Experience working with highly confidential information discreetly and diplomatically.
Ability to flex your work location and/or hours to meet the needs of the President & CEO.
Strong organizational skills with the ability to prioritize tasks effectively in a dynamic work environment.
A customer-focused mindset with excellent interpersonal skills to interact positively with colleagues and clients alike.
Comfortable using AI tools to boost productivity (e.g., ChatGPT, Gemini, scheduling assistants): you leverage technology to move faster, not slower.
What We Offer
Giffen is an open, welcoming, accepting, and positive space for all our employees and contractors. Here are some of the perks
of working for us!
Connect through monthly, continuous performance management meetings
Encourage continual learning through courses and conferences
Support professional designation certification
Invest in our people through a variety of corporate programs
Host company-wide social events
Why Join Our Team?
Small, growing team
Competitive compensation package including RRSP matching program
Employee Health Spending Account
Short + Long-Term Incentives
Flexible Work-From-Home option
Offices in Downtown Vancouver & Downtown Toronto
