Executive Assistant, Executive Office

Position Overview
At Garibaldi, the Executive Assistant, Executive Office plays a vital role in supporting our leadership function.

This role supports the Manager, Strategic Alignment [MSA] & Director of Business Development [Dir BD], while providing coordination support to the Executive Team to keep priorities organized, communication moving, and execution carried through.

It requires sound judgment, discretion, and the ability to move work forward. The right person is comfortable supporting multiple stakeholders, understands how to read a room, and takes ownership of execution, follow-through, and outcomes within defined direction.

This role is trusted to act, not just to assist. Success is defined by how reliably the Executive function is prepared, coordinated, and supported.

We are a privately held, family-owned business with strong relationships, high-quality standards, and a long-term mindset. The environment is fast-moving, collaborative, and less structured than corporate settings. The right candidate is adaptable, aware, and comfortable operating within that reality.

Garibaldi is always building for the future, and this role will evolve alongside it. Curiosity, resilience, and a continuous improvement mindset are essential.

This is a role for someone who knows they are capable of more and is ready to operate at that level.

Key Responsibilities  
Manager, Strategic Alignment - Execution Support [35%]
Providing the execution layer that allows the Manager, Strategic Alignment to operate at a strategic level. This role is not calendar/email management; it is ensuring the MSA is always prepared, organized, and able to focus on the work that only they can do.

• Meeting preparation - assembling briefs, pre-reads, context documents, and attachments ahead of every significant meeting
• Communication execution - drafting, formatting, sending, and tracking follow-through on communications once the Manager, Strategic Alignment, has set intent and messaging.
• Maintaining and updating project charters, task lists, and trackers; sending reminders and following up on outstanding items with the appropriate parties
• Document management, presentation formatting, and report development as directed, including liaising with internal/external parties as required.
• Company travel logistics, flights, accommodation, ground transportation, etc.

Director of Business Development - Executive Support [25%]
Providing EA support to the Dir BD, who carries a broad mandate across ownership, operations, sales, and business development. This role operates in close partnership with MSA to ensure both the ownership and the broader Executive function are consistently well-supported and set up for success.

• Calendar management including scheduling, prioritization, and gatekeeping
• Inbox management, drafting responses, and managing follow-through
• Preparing Dir BD for meetings with briefs, context, and supporting materials
• Expense tracking and submission support
• Acting as a trusted point of contact on behalf of Dir BD

Executive Team - Coordination [25%]
Serving as the coordination backbone for the Executive Team as a group. The Executive Assistant does not provide direct EA support to individual executives but ensures the team operates in a coordinated, prepared, and efficient rhythm.

• Scheduling and coordinating all Executive Team meetings.
• Preparing and distributing meeting agendas and supporting materials from Manager, Strategic Alignment direction.
• Taking and distributing meeting minutes accurately and efficiently.
• Tracking action items and commitments from Executive Team meetings; following up with owners to ensure tasks are completed.
• Coordinating offsite meetings and retreats including logistics, venue, accommodation, catering, and travel.

Events & Signature Initiatives - Execution Support [15%]
Garibaldi's events, including our signature event GlassDay® and the 60th Anniversary, represent the company at its most visible. The Executive Assistant is an execution member of the planning committee for each, working under the strategic direction of the Manager, Strategic Alignment.

• Assist in coordinating logistics end-to-end, meetings, venues, communications, travel, training, run-of-show, day-of execution, and clean-up with the planning committee.
• Organize printing of event materials, including programs, signage, badges, and promotional materials.
• Tracking deliverables and deadlines across the planning committee.
• Supporting post-event follow-up, feedback collection, and debrief documentation.
• Coordinating facility and event hosting standards including room setup, catering, and hosting protocols.
• Supporting company social events and the Social Committee in planning and participation.
• May include other miscellaneous duties pertaining to the event.

Qualifications [Education, Experience, Training]

• Minimum 7 years’ experience as an Executive Assistant or in a senior administrative role supporting senior leadership, principals, or owner-operators in a family-owned, or entrepreneurial environment.
• Experience supporting multiple principals or operating in a distributed executive support model is strongly preferred.
• Post-secondary education in business administration, office administration, or a related field or equivalent demonstrated experience.
• Experience coordinating executive-level events, offsites, or signature company events. [e.g. annual conferences, leadership retreats]
• Experience working with or alongside a committee, project team, or cross-functional group.
• Education in automation, project management, marketing, or graphic design is considered a significant asset.
• Experience in a manufacturing, construction, or trades environment is considered a significant asset.

Required Knowledge, Skill, and Abilities

• Exceptional organizational skills with the ability to manage competing priorities across multiple principals without dropping the ball.
• High degree of discretion and professional judgment; this role works in close proximity to the executive layer of a family-owned business and requires the ability to handle sensitive information with absolute confidentiality.
• Proactive by nature, can anticipate what is needed before being asked and takes initiative within defined authority including strong troubleshooting and problem-solving when challenges arise.
• Strong written communication skills, including the ability to draft professional correspondence, briefing documents, and minutes accurately and concisely.
• Advanced Microsoft 365 Business proficiency: Outlook, Teams, Word, PowerPoint, Excel, and Planner are used daily. Comfort adopting new technologies and automation tools as the environment evolves; the ability to learn business-specific software quickly is essential.
• Comfortable working in an environment where priorities shift and context is sometimes only shared verbally. Takes direction efficiently, works autonomously within it, and exercises sound judgment to determine what needs to be actioned, escalated, or held without requiring a full briefing each time.
• Actively listens to extract what is needed, asks targeted clarifying questions when required, and proactively communicates to confirm alignment, ensuring nothing is assumed and nothing is missed.
• Strong interpersonal skills and the ability to build genuine rapport with executives, staff, vendors, and external stakeholders at all levels.
• Demonstrated experience building or implementing workflow automation tools such as Power Automate, Make, Zapier, or similar is an asset.
• Awareness and operational maturity; the ability to read the room, understand dynamics, and act accordingly.

Working Conditions
This position is based in Burnaby, BC and is primarily in-person. In-person attendance is required; occasional flexibility may be available. The role requires availability outside regular hours and during company events, including GlassDay®. Some exposure to a manufacturing environment is expected.
Standard Office:

• Comfortable indoor area.
• Comfortable environment with exposure to some dust, dirt or other conditions which might produce mild discomfort.
• Frequent, short periods when it is necessary to pay close attention to the monitoring of sights and sounds.
• Moderate to high mental demands as this role involves simultaneous priorities, time-sensitive deliverables, and a high degree of judgment. There will be noticeable pressure at peak periods, including events, executive planning cycles, and GlassDay® preparation.