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Hybrid Executive Assistant - Stern Partners chez Thinkingbox

Thinkingbox · Vancouver, Canada · Hybrid

Microsoft Office

Microsoft Excel

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About Stern Partners
Stern Partners is a Vancouver-based investment firm with a diverse portfolio of operating companies across a wide range of industries. Stern Partners is built on long-term relationships, operational excellence, and a commitment to integrity and performance.

The Opportunity
We are seeking a highly organized, professional, and discreet Executive Assistant to provide dedicated support to the Founder and President. This is a dynamic, hands-on role that requires exceptional attention to detail, sound judgment, and the ability to manage a wide range of personal and professional responsibilities in a fast-paced environment.


Key Responsibilities
  • Calendar Management: 
  • Proactively manage the President’s schedule with efficiency and foresight.
  • Travel Coordination: Handle all aspects of travel planning including price comparisons, bookings, check-ins, e-upgrade monitoring, boarding pass printing, and real-time updates on flight status.
  • Communication Management: 
  • Screen and monitor incoming calls, manage the President’s email inbox, update personal contact lists, and prepare correspondence and dictation.
  • Personal Assistance: Attend to personal matters for the President and family members with discretion and care.
  • Office & Administrative Support:
  • Coordinate corporate meals, meetings, and events (e.g., Christmas lunch, corporate gifts, farewell parties).
  • Filter and share relevant newspaper articles.
  • Maintain electronic and physical filing systems.
  • Oversee petty cash.
  • Prepare onboarding materials for new hires (access cards, email lists, phone lists, floorplans, etc.).
  • Errands & Daily Support:
  • Ensure breakfast and lunch are arranged daily for the President.
  • Track donation activity and upcoming renewals (passports, Nexus, flight passes).
  • Provide additional administrative and operational support as needed.


    • Qualifications
  • 5+ years of executive support experience, ideally supporting C-level leadership.
  • Exceptional organizational and time management skills.
  • High level of discretion, professionalism, and judgment.
  • Strong written and verbal communication skills.
  • Proficient with Microsoft Office Suite and general office technology.
  • A proactive, service-oriented approach with the ability to anticipate needs.
  • Ability to work full-time onsite in a fast-paced, professional environment.
  • Able to manage multiple tasks and deadlines.
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