The Linchpin Co. is a people operations group offering custom recruitment and consulting services. At Linchpin, we know a company's most valuable resource is its people, and we are people experts!
We will be the point of contact between you and Ignite during the recruitment process, acting as your trusted advisor and coach. We look forward to your interest.
About Ignite
Ignite is strategy in motion. We help organizations align on where they are going and move forward with purpose. Our work builds ownership of strategy through people. We work directly with CEOs and senior leaders in complex, mid to large organizations to align priorities, strengthen leadership capability, and drive results.
You will work with a passionate team and alongside senior leaders to support critical conversations, develop leadership, and turn strategy into action. Together, we strive to “transform the way business is done”.
We are guided by our cultural pillars of Care, Excellence, and Joy.
POSITION SUMMARY
Reporting to the Managing Principal, with a dotted-line relationship to the Executive Chair, the Executive Business Coordinator provides dedicated, high-level support to both executives. Acting as a trusted partner, the position anticipates needs, manages complex schedules and commitments, coordinates information and preparation, and ensures priorities and follow-up actions move forward so the Managing Principal and Executive Chair can focus on client relationships, business development, strategic leadership, and other high-value commitments.
The role also supports the effective operation of the Vancouver office by coordinating office administration, team activities and events, and defined finance processes in collaboration with Vancouver leadership and the Director of Finance. These responsibilities complement the role’s primary focus on providing high-level support to the Managing Principal and Executive Chair.
DUTIES & RESPONSIBILITIES
Supports Vancouver leadership effectiveness by coordinating workflows, schedules, commitments, and priorities by:
- Managing and coordinating calendars, travel, meetings, and recurring commitments for the Managing Principal and Executive Chair;
- Assessing and organizing scheduling requests, commitments, and competing demands for leader consideration;
- Understanding the preparation, travel, delivery, and follow-up requirements associated with different types of work and allocating appropriate time;
- Identifying scheduling conflicts, bottlenecks, and time constraints before they affect commitments;
- Preserving focused work time for client delivery, relationship management, business development, leadership responsibilities, and priority deliverables;
- Coordinating recurring one-on-one meetings, team meetings, performance discussions, planning meetings, and other cyclical leadership activities;
- Ensuring leaders have the materials, files, reports, presentations, and printed documents required for upcoming meetings and commitments; and
- Monitoring commitments, deadlines, and follow-up actions to support timely execution.
Provides executive and business administration support by:
- Providing basic administrative support for routine finance processes, including timesheets, expenses, invoicing, and related documentation;
- Maintaining organized records, following up on required information, and referring discrepancies or questions to the Director of Finance;
- Coordinating travel logistics, accommodations, itineraries, reservations, registrations, memberships, and subscriptions;
- Preparing meeting materials, correspondence, reports, presentations, and supporting documentation;
- Maintaining executive records, files, contact information, and administrative documentation;
- Gathering background information and supporting materials for meetings, client activities, presentations, and speaking engagements;
- Drafting routine communications and coordinating follow-up with internal and external stakeholders; and
- Providing other administrative and logistical support to the Managing Principal and Executive Chair as required.
Coordinates Vancouver office administration and team events by:
- Managing Vancouver office supplies, shared-space needs, maintenance requests, access requirements, mail, and routine vendor coordination;
- Setting up workspaces and coordinating office access and resources for new employees;
- Welcoming office visitors and coordinating meeting-room, catering, technology, and onsite logistics;
- Planning and coordinating team meetings, team days, retreats, celebrations, and other internal events, including venues, schedules, materials, communications, travel, and logistics;
- Maintaining office-related records, inventories, contacts, and administrative documentation; and
- Escalating facilities, technology, vendor, or office issues to the appropriate internal owner.
QUALIFICATIONS
Education & Experience
- Diploma or bachelor's degree in Business Administration, Communications, Management, Public Administration, or a related field; or an equivalent combination of education and experience.
- Minimum 5 years of progressively responsible experience in executive support, executive coordination, business administration, project coordination, or a comparable role.
- Experience supporting senior leaders in a consulting, professional services, entrepreneurial, or fast-paced business environment.
- Experience coordinating complex calendars, meetings, travel, events, and executive priorities.
- Experience preparing presentations, reports, meeting materials, communications, and executive correspondence.
- Experience handling confidential information with discretion and sound judgment.
Knowledge
- Excellent knowledge of executive support and administrative practices.
- Working knowledge of meeting management, governance support, and organizational planning processes.
- Working knowledge of Microsoft 365 applications and collaboration tools.
- Knowledge of professional services or consulting environments.
Skills
- Advanced organizational and prioritization skills.
- Advanced calendar management and scheduling skills.
- Advanced written communication skills.
- Advanced stakeholder coordination and relationship management skills.
- Advanced Microsoft 365 skills, including Outlook, Teams, Word, PowerPoint, and Excel.
- Intermediate presentation development and content creation skills.
- Intermediate research and information-gathering skills.
Abilities
- Ability to anticipate needs and proactively resolve issues.
- Ability to manage competing priorities, deadlines, and changing demands.
- Ability to exercise discretion and maintain confidentiality.
- Ability to build effective working relationships with leaders, employees, clients, and stakeholders.
- Ability to coordinate activities and obtain follow-through without direct authority.
- Ability to work independently with limited supervision.
- Ability to communicate professionally and effectively, both verbally and in writing.
Disclaimer: This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of Ignite Management Services Ltd.