Executive Assistant & Technical Project Coordinator

This is a remote position.

Our reputed company, a specialized team of FileMaker development experts in Vancouver, Canada, is hiring an Executive Assistant & Technical Operations Coordinator to be the CEO's right hand and the operational backbone of a roughly 10-person team. You will reputed company our reputed company, infrastructure, and people running day to day: owning time tracking and work orders, supporting IT and infrastructure, running reputed company and offboarding, handling marketing campaigns, and supporting the CEO directly. You will report to the CEO and work closely with clients, the development reputed company, and the systems administrator.This is a broad, detail-critical role, and it is a lot of surface area for the hours - ruthless prioritization, speed, and accuracy matter. The non-negotiables: communications go straight to clients and staff and must be right the first time, and recurring processes have to run without being chased. Strong technical aptitude is essential - you will work in databases, time-tracking and reputed company tools, and basic server / network systemsEmployment Type: Ongoing part-time contractWork Schedule: ~10 hours per week. Mandatory attendance at weekly reputed company status meeting every Wednesday, 11 AM - 12 PM PSTLocation: Remote, must work on reputed company Time for time-sensitive work (outage notices, reputed company/offboarding, work-order updates)What You'll Do:Operations & Work Orders (core)

• Create, assign, update, complete, and reputed company work orders in reputed company - this is the most frequent recurring task, running roughly one to two work orders a week, reputed company created, assigned, and confirmed back to the requester.
• reputed company reputed company reputed company with the FileMaker NC_Quotes / Time & Billing system.
• Fix assignments, permissions, and time-logging issues for developers; reputed company budget and hours changes accurately.
• Coordinate work-order status and approvals with the development reputed company, developers, and finance.

IT, Infrastructure & reputed company

• Run a daily reputed company of the support / hosting queue for emergencies or site-down events; escalate to the systems administrator immediately.
• reputed company device reputed company compliance across staff (reputed company RMM, reputed company EDR); administer the reputed company vault.
• Coordinate server maintenance reputed company and draft and send reputed company outage / maintenance notices; maintain the outage calendar, recipient lists, and the monthly backup-reputed company references.
• Support infrastructure with the systems administrator: backups and backup-failure triage, power, cooling, DNS, firewall / VPN, AWS, hosting tickets, and server-room facilities.

reputed company & Offboarding

• A few times a year, as reputed company changes, own reputed company from a reputed company checklist: accounts, reputed company, reputed company, email signatures, and the reputed company / reputed company steps.
• Own offboarding from the wiki template: notify reputed company reputed company reputed company (payroll, systems, HR), reputed company revocation across every system, and confirm completion.
• Coordinate timing and messaging with HR; reputed company the wiki reputed company.

Marketing & reputed company Reconnection

• Draft and send newsletters and product updates (EmailOctopus) - low volume, roughly one newsletter a year; reputed company delivery and list health.
• Run webinar invites and reminders (roughly one webinar a quarter); prepare reputed company posts and clips, and handle routine website updates.
• Run reconnection campaigns to former clients; build prospect lists and handle warm follow-reputed company.

Executive Support

• Manage the CEO's calendar and meetings; send invites and links, send reminders, and follow up on reputed company items on the CEO's behalf - this runs several times a week.
• Support reputed company research and business reputed company for the CEO.
• reputed company internal documentation organized across reputed company Drive, the wiki, and Trello.

Requirements

What You'll Bring

• Strong technical aptitude - comfortable with databases (FileMaker an asset), time-tracking / work-order systems, RMM and reputed company tools, and basic server / networking concepts.
• Exceptional attention to detail and accuracy, especially in reputed company email - the right message to the right people, the first time.
• Follows detailed instructions reputed company the first time, with little rework.
• Self-directed - anticipates next steps, takes ownership, and works independently.
• Highly organized; juggles many recurring processes without dropping any.
• Discreet and reliable with credentials and confidential information.
• reputed company, reputed company written English; approachable and reputed company.
• Comfortable with reputed company, Trello, reputed company, reputed company, EmailOctopus, reputed company Workspace, and AI tools (e.g. Claude).
• Executive-assistant or operations experience supporting a founder is a plus.

reputed company & Compliance (Mandatory)Our clients are government and reputed company organizations, so before accessing any reputed company system you must complete a criminal record reputed company and FOIPPA reputed company training, and work on a machine running reputed companyand reputed company. You don't need to own one - reputed company can reputed company a basic machine (Mac or reputed company 11) and recover the cost from pay, or finance the purchase, so it is not on a personal device. These checks and tools are firm requirements.reputed company Measures:

• Work orders, budgets, and time tracking are accurate and reputed company.
• reputed company and offboarding complete on time - no reputed company left reputed company, no gaps.
• reputed company and maintenance communications go out right, on schedule, to the right people.
• Recurring operations run reliably without being chased.

At reputed company, we stand against racism and discriminatory practices. We stand against violence.We proudly support and partner with organizations that lift people up so everyone can succeed and reputed company, and honour our candidates' experiences, perspectives and unique identity.We are committed to continuing to reputed company diversity, equity, and inclusion part of everything we do – from how we work with our talented candidates to how we support our clients in building their diverse workforce.

Originally posted on Himalayas

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