Executive Assistant

The Executive Assistant provides support to the Executive Leadership Team (ELT) members to ensure the smooth operation of the executive office and facilitate effective communication between the executive, internal teams, and external stakeholders. The Executive Assistant reports to the VP Commercial. As a trusted extension of the executive team, the Executive Assistant sees how the moving parts connect across calendars, meetings, travel and the office, anticipates needs before they arise, and removes friction so leaders can focus on leading. This dynamic position requires sound judgment, exceptional organizational skills, the ability to anticipate needs, think critically and efficiently, work proactively across competing priorities, and operate with a high level of professionalism and confidentiality.

WORK HOURS: Office hours (weekend and evenings as needed) 

LOCATION: Vancouver with occasional travel to other bases 

TERM: Full Time Regular

DEPARTMENT: Commercial / People, Culture & Safety

COMPENSATION: Competitive salary, full medical and dental and other industry benefits including interline flight partners

Responsibilities and Expectations

Administrative Support

• Carry out a broad variety of administrative tasks that facilitate the ELT member’s availability to lead the organization effectively.
• Design and produce complex documents, memos, letters, reports, and presentations with appropriate software.
• Provide calendar management for the ELT members. Prioritize inquiries and requests while troubleshooting conflicts. Make judgements and recommendations to ensure smooth day-to-day functions.
• Anticipate the executives’ needs across the full scope of their day—looking ahead in the calendar, preparing briefing materials and background in advance, surfacing decisions before they become urgent, and connecting related items across people, meetings and deadlines so leaders are always set up to succeed.
• Compose and prepare correspondence. Join meetings and take meeting minutes and required.
• Complete, process and follow up on expense reports for ELT members.
• File and retrieve corporate documents, records, and reports.
• Handle confidential contracts and legal documents with discretion; draft, finalize and format presentations and routine correspondence on behalf of the executives.

Board Meetings and Business Review Preparations

• Scheduling & Logistics – Coordinate dates, venues/virtual setup, and ensure all participants have access.
• Agenda & Materials Preparation – Draft agendas, collect reports from leaders, compile, and proofread Board/MBR packages, and distribute them in advance.
• Meeting Support – Manage setup (AV, materials, refreshments), greet attendees, and support notetaking or minutes.
• Follow-Up – Distribute minutes, track action items, and follow up with responsible leaders.
• Record Keeping & Compliance – File official documents securely, maintain confidentiality, and ensure governance standards are met.

Primary Point of Contact for Matters Pertaining to ELT

• Act as a primary point of contact for all internal and external queries pertaining to ELT members, including those of a highly confidential and critical nature. 
• Answer phone, read and analyze incoming mail, memos, submissions, and reports. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect executive’s style and organization policy.
• Liaise with department and corporate officials and with other organizations and associations on behalf of the executives.
• Meet and greet visitors with hospitality, assist with visitor travel, and provide tours of base facilities when required.

Travel, Event and Workplace Coordination for Executives

• Make travel arrangements for the executive team including booking accommodation and ground transportation.
• Plan and organize corporate events, offsites, the annual staff celebration and executive functions end to end—identifying and selecting venues and menus, ordering catering and arranging AV requirements, managing the venue liaison, and collaborating with internal and external stakeholders to ensure smooth logistics for in-house and offsite events.
• Support the planning and implementation of special projects and strategic initiatives such as office/facilities moves, sponsorship coordination and strategic events, ensuring clarity on roles, responsibilities, and timelines for each project.
• Support and coordinate townhalls and employee forums, including scheduling, materials, and logistics.

Facilities, Workplace and Front-of-House Operations

• Oversee the day-to-day operation of company premises (e.g., Harbour House and Bentall Place), ensuring offices are well-maintained, tidy, professional, and fully stocked; manage room bookings and supplies and coordinate repairs.
• Act as a liaison with property managers and oversee third-party vendors (cleaners, repairs, catering and similar), holding them accountable for delivering their commitments and resolving issues proactively.
• Manage ID and access cards and support security protocols, coordinating with IT on AV/technology needs and system issues.
• Act as the reception-area representative—greeting guests and employees, coordinating guest arrivals and office access, and managing front-desk operations with hospitality.

Ad hoc Projects and Other Duties

• Participate in special projects and other duties as required.
• May be asked to carry out additional tasks, projects, or responsibilities as required, in alignment with the scope and level of the position, to meet changing business needs.

Qualifications/Assets

Education

• Minimum: High School diploma. Preferred: Post-secondary diploma or certificate in Business Admin; Office Admin, or Event or Hospitality Management. Additional courses in project management and communications are an asset.

Ideal Experience 

• A minimum of 5 or more years of senior administrative experience with at least 2 years of experience at Executive level and supporting a Board, or comparable combination of education and experience
• Proven experience managing calendars, calls, travel, events, and confidential documents.
• Experience managing office operations, facilities, vendors, or service providers, and organizing internal events or offsites is an asset.
• Experience in front-desk/reception or employee-communication support is an asset.

Knowledge, Skills, & Capabilities 

• Proactive Mindset – Anticipates needs, solves problems, flags deadlines before they arise.
• Problem-Solving Orientation: Identifies issues early, proposes solutions, removes roadblocks
• Discretion & Confidentiality – Trusted to handle sensitive information with care and judgment.
• Organizational Discipline – Manages complex calendars, deadlines, and logistics flawlessly.
• Attention to Detail – Produces accurate, polished communications and documents.
• Clear Communication – Writes and speaks professionally; represents executive’s voice confidently.
• Emotional Intelligence – Reads people and situations well; responds with tact and composure.
• Assertiveness with Tact – Protects executive’s time, manages competing demands diplomatically.
• Tech Savvy & Adaptability – Learns and leverages new tools quickly; comfortable with change.
• Service-Oriented Approach – Resourceful, approachable, empathetic, and team-focused.
• Sound Judgment – Makes balanced decisions; knows when to escalate vs. act independently.
• Systems Thinking – Sees how people, schedules, meetings, facilities and information connect; manages the whole ecosystem around the executives and improves how the office runs rather than just completing tasks.
• Facilities & Vendor Coordination – Keeps the workplace running smoothly; manages property managers, vendors and front-of-house operations with strong follow-through.
• Flexibility & Availability – Adapts to changing schedules, urgent needs, and variable hours.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and possibly collaboration tools like Teams or SharePoint

ABOUT HARBOUR AIR 

Harbour Air is North America's largest seaplane airline, a quintessential west coast experience offering up to 300 daily scheduled flights, charters, and scenic tours highlighting British Columbia’s coast and beyond. Our people are the backbone of our organization, and we are committed to creating a culture that inspires one another to achieve extraordinary success. With around 500 employees and a fleet of 45 aircraft, Harbour Air serves 14 coastal communities in BC and Seattle, USA. The airline became the world’s first and only fully carbon neutral airline and is strongly committed to being an industry leader on sustainable initiatives mitigating climate impact. Operating the world's first fully electric aircraft is a testament to the phenomenal teamwork and culture that exists at Harbour Air. For more information, please visit www.harbourair.com

DEADLINE: June 16, 2026

We thank all applicants for their interest; however, only those candidates selected for interviews will be contacted. 

Harbour Air is an equal opportunity employer; we are committed to Diversity and Inclusion and value a diverse workforce. Together, we continue to build an inclusive culture that encourages, supports, and celebrates the diverse voices of our employees. It fuels our innovation and connects us closer to our customers and communities we serve.

Harbour Air is committed to developing a barrier-free recruitment process and work environment. Accommodation in relation to the job selection process is available upon request. If you require any accommodation, please email us and we will work with you to meet your accessibility needs.