Executive Assistant - Thinkingbox
Vancouver
Administrative /
On-site
Who We Are
Hi! We’re Thinkingbox, a brand experience agency shaping the future through craft and curiosity. Our team brings together unique perspectives in design, technology, and strategy that push the boundaries for our clients to create work that is innovative. We are a curious bunch that loves to think big, continuously learn, and create. We love our culture and the natural collaboration that happens in and around our five offices, from hanging with our office dogs to happy hour Thursdays, we maintain a vibrant work environment. However, for one month a year we encourage our people to explore the world. Try working from another office or even the beaches of Mexico and expand your worldview, then bring that experience back to the team.
The Opportunity
We’re looking for a proactive, detail-oriented Executive Assistant to support our CEO and Founder in Vancouver. This is a unique opportunity to play a critical role in our fast-paced, creative organization. You’ll be instrumental in managing day-to-day administrative tasks, while also supporting operational processes related to data, legal, insurance, and CRM workflows.
What You'll Be Doing
- Provide day-to-day administrative support to the CEO and executive team, including calendar management, meeting coordination, and task follow-ups
- Assist the finance team with expense tracking, data entry, and monthly reporting
- Manage all travel and accommodation bookings through our corporate travel portal
- Support the SVP of Growth and CEO with administrative tasks related to marketing and new business development
- Liaise with internal departments and our parent company to coordinate the tracking and organization of key legal, insurance, and banking documents
- Assist with the organization and management of MSAs (Master Service Agreements) and SOWs (Statements of Work)
- Maintain well-organized digital and physical filing systems for efficient document retrieval and storage
- Collaborate with internal departments to support legal documentation, insurance renewals, and general compliance tasks.
- Assist with data entry, tracking, and organization across multiple areas of the business.
- Support HubSpot CRM workflows (training provided), including exporting reports, updating records, and preparing detailed sales reporting for our leadership and business development teams.
- Coordinate with external partners, vendors, and internal stakeholders on behalf of the CEO.
- Own and improve internal administrative processes to increase efficiency and clarity.
What You'll Bring
- 2+ years of experience in an executive assistant, operations coordinator, or administrative support role.
- Experience supporting senior leadership in a dynamic, fast-moving environment.
- Exceptional organizational skills with the ability to prioritize and manage multiple responsibilities.
- Strong attention to detail and a high level of discretion and professionalism.
- Excellent written and verbal communication skills.
- Proficiency in Google Workspace (Docs, Sheets, Calendar) and a general comfort with digital tools and platforms.
- Experience with HubSpot or CRM tools is a strong asset—but not required; training will be provided.
- Interest in marketing, creative, or digital environments is a plus.
$55,000 - $65,000 a year
Equal Opportunity
Here at Thinkingbox, we are committed to building an environment where our employees continuously feel included, valued and heard. Diversity is our creative strength and it’s a combination of our unique experiences and perspectives that make for some of the best problem-solving. The result? Creativity, growth and innovation. We strongly encourage all applicants, regardless of race, ethnicity, religion, sex, national origin, sexual orientation, age, disability, or gender identity to apply.
To Apply
Thank you for taking the time to apply with Thinkingbox! Please remember to include your resume. Due to the number of applications we receive, we are unfortunately not able to contact everyone who applies. Do note however that all applications are stored in our talent database and will be considered for future opportunities!
