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Q
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Estoras Group

Executive Wingman / Personal Assistant

Vancouver, BC, Canada

Full-time

Apply About employer

Applications open in a new tab.

Job details

Job type: Full-time
Apply by: Nov 20, 2026
Posting language: English
Posted: Oct 20, 2026

Original job description

Executive Wingman / Personal Assistant

Estoras Group
Location: Sunshine Coast / Greater Vancouver, BC
Type: Full-time employment or consulting arrangement
Travel: Significant, including up to approximately 75% during parts of the racing season

About the Role

Estoras Group is looking for a highly capable, resourceful and hands-on Executive Wingman / Personal Assistant to become a trusted right hand to executive leadership across business, travel, logistics, personal support and motorsports.

This is not a conventional executive assistant role.

The person we are looking for has real-world experience, strong judgment and the confidence to step into a fast-moving environment where priorities can change quickly.

One day you may be helping prepare for a client meeting, coordinating travel, researching a supplier or handling recruitment logistics. The next, you may be taking a vehicle for service, arranging an executive pickup, helping coordinate a property issue or travelling with our racing team.

The common thread is simple:

Understand what needs to happen, take ownership, and make sure it gets done properly.

You will work closely with executive leadership and Managing Directors across multiple businesses. The role offers significant variety, direct exposure to business decision-making and the opportunity to grow into a highly trusted position.

What You’ll Do

Executive & Business Support

You will support executive leadership and Managing Directors across several businesses.

Responsibilities may include:

Managing calendars, appointments and changing priorities
Preparing meeting materials, briefing notes and follow-up actions
Drafting correspondence and handling routine communications
Attending selected business and client meetings
Tracking commitments, decisions and outstanding actions
Researching suppliers, products, venues and business opportunities
Coordinating purchases, deliveries and service providers
Helping solve practical business and operational problems
Supporting multiple companies and learning how each operates
Acting as a central point of contact when appropriate

Recruitment & Onboarding

You will support hiring and onboarding activities across the group, including:

Preparing and posting approved job opportunities
Reviewing applications against defined requirements
Coordinating interviews
Supporting candidate screening and reference checks
Preparing onboarding plans
Coordinating equipment, documentation and system access
Helping new team members understand the companies and how they work together
Maintaining organized employee and contractor records

Technology & Systems

Technology is an important part of how we operate.

You should be comfortable learning and using tools such as:

Zoho One
AI assistants
Automation tools
Business applications
AI-enabled wearable technology

Over time, the role may expand into deeper Zoho One administration, reporting, workflows, automation and user support.

You do not need to be a technologist, but you should be digitally confident and genuinely interested in using technology to improve how work gets done.

Travel, Events & Logistics

You will help coordinate the details behind executive, business and motorsport activities.

This may include:

Flights and accommodation
Ground transportation
Restaurants and reservations
Business meetings
Team events and retreats
Client dinners
Shipping and deliveries
Equipment movements
Last-minute changes and travel disruptions

You should be comfortable making complicated logistics feel organized and manageable.

Executive Lifestyle & Personal Support

The role also includes practical personal support for executive leadership.

This may include:

Running errands and completing pickups
Coordinating personal appointments and reservations
Arranging household or property services
Handling deliveries and returns
Coordinating vehicle servicing and cleaning
Helping prepare for guests or personal events
Supporting day-to-day personal logistics where needed

The expectation is not simply to arrange things, but to make sure they actually get completed.

Driving & Vehicles

Driving is an important part of the position.

You must:

Be at least 21 years old
Hold a valid driver’s licence
Have a safe driving record
Be comfortable driving in busy city traffic
Have experience driving larger sedans and executive/luxury vehicles
Be comfortable with airport pickups, downtown driving and tight parking
Be willing to learn the operation and care requirements of company vehicles

For day-to-day errands, you may use your own vehicle where appropriate.

When transporting executives, guests or other people on behalf of the group, a company vehicle will be provided.

Experience with trucks and trailers is helpful but not mandatory.

EDX Racing & Motorsport Support

Motorsports are a major part of this position.

During the racing season, you will support EDX Racing and may travel extensively between events.

Travel may reach approximately 75% during the summer racing period.

Race weekends can involve:

Early starts
Late finishes
Thursday-to-Monday travel
Multiple consecutive weekends away
Fast-moving schedules
Physical setup and pack-down

Responsibilities may include:

Preparing equipment and supplies
Packing and loading
Track setup and pack-down
Parts and supply runs
Team logistics
Travel and hotel coordination
Sponsor and guest hospitality
Equipment organization
Supporting vehicle and trailer logistics
Helping solve unexpected race-weekend problems

Previous race-team experience is not required, but a genuine interest in motorsports is important.

A valid passport is required, as travel may include the United States.

Requirements

What We’re Looking For

This role is best suited to someone with real-world professional experience, strong common sense and the maturity to operate around executives, clients, confidential information and changing priorities.

You should bring:

Strong personal integrity and discretion
Excellent follow-through
Good practical judgment
Strong organization
Clear written and verbal communication
Confidence dealing with executives, suppliers and service providers
Comfort solving problems independently
Professional presence
Digital confidence
Interest in AI, automation and emerging technology
Safe and confident driving
Comfort with practical and physical work
Flexibility with schedule and travel
Genuine interest in motor sports
Ability to handle confidential personal and business information appropriately

Experience in any of the following would be valuable:

Executive or personal assistance
Operations
Hospitality
Event coordination
Recruitment
Automotive
Travel
Logistics
Property management
Technology
Motor sport

Schedule & Availability

This is not a traditional 9-to-5 role.

Most days will be more typical, but executive schedules can include:

Early mornings
Evening meetings

Apply About employer

More about this job

Responsibilities

Provide hands-on executive, business, and personal support across multiple companies, including calendar management, communications, research, recruitment coordination, and practical problem-solving. Coordinate travel, events, driving, and logistics, and support EDX Racing with equipment, team operations, and race-weekend activities.

Requirements

The role calls for substantial real-world professional experience, sound judgment, integrity, discretion, strong organization and communication, and reliable follow-through. Candidates must be at least 21, hold a valid driver's licence with a safe record, have a valid passport, be comfortable with significant travel and practical work, and have a genuine interest in motorsports.

Skills

Executive Assistance
Personal Assistance
Calendar Management
Travel Coordination
Logistics
Event Coordination
Recruitment Coordination
Onboarding
Written Communication
Organization
Problem-Solving
Discretion
Driving
Motorsport Support
Digital Confidence
Supplier Coordination

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistance
Personal Assistance
Calendar Management
Meeting Preparation
Business Operations
Recruitment
Candidate Screening
Onboarding
Zoho One
AI Assistants
Automation Tools
Business Applications
AI-Enabled Wearable Technology
Travel Coordination
Event Coordination
Logistics
Supplier Research
Confidential Information
Driving
Executive Vehicles
Motorsports
Race-Team Support
Equipment Management
Team Hospitality
Property Management
Client Meetings
Problem-Solving

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