Closed listing
Executive Assistant
- Vancouver, BC, Canada
Full-time
This opening has closed.
The original listing is kept below for reference.
Job details
- Job type
- Full-time
- Closing date
- Posting language
- English
- Posted
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Search current openingsOriginal job description
Archived listing. The details below describe a past opening.
The Global Diamond Broker
We are seeking a proactive, highly organized Executive Assistant to support our CEO in a diamond and fine jewelry business. The ideal candidate can multitask, work effectively in a fast-paced environment, and keep track of details while managing changing priorities.
This role involves working closely with a direct, hands-on CEO who has high expectations. We’re looking for someone who listens carefully, understands his objectives, asks thoughtful questions, and translates instructions into clear action.
Responsibilities
- Manage the CEO’s calendar, appointments, and meeting arrangements.
- Prepare meeting agendas, take notes, and track decisions and action items.
- Draft and organize emails, correspondence, and documents.
- Coordinate with clients, suppliers, and team members to keep projects moving.
- Maintain accurate client records, files, and task lists.
- Flag scheduling conflicts, approaching deadlines, and outstanding follow-ups.
- Handle confidential information with discretion.
- Provide day-to-day administrative support.
What we’re looking for
- Experience in executive assistance, administration, office coordination, or a similar role.
- Ability to multitask and manage competing deadlines without losing attention to detail.
- Confidence working in a fast-paced environment with changing priorities.
- Strong listening skills and the ability to understand instructions, clarify expectations, and follow through.
- A calm, professional approach to direct communication and constructive feedback.
- Strong written and verbal communication skills.
- Sound judgment, initiative, and the confidence to communicate questions or concerns respectfully.
- Comfort using email, calendars, spreadsheets, and digital task-management tools.
- Experience in jewelry, luxury retail, or client service is an asset; diamond expertise is not required.
To apply
Please send your résumé and a brief introduction to broker@theglobaldiamondbroker.com, with the subject line “Executive Assistant Application.”
More about this job
Responsibilities
Manage the CEO’s calendar, meetings, correspondence, records, and day-to-day administrative needs. Coordinate with clients, suppliers, and team members, track decisions and follow-ups, and handle confidential information discreetly.
Requirements
Experience in executive assistance, administration, office coordination, or a similar role is sought, along with strong organization, communication, listening, and follow-through skills. Candidates should be comfortable managing competing deadlines and changing priorities; jewelry, luxury retail, or client service experience is an asset, but diamond expertise is not required.
Skills
- Calendar Management
- Appointment Scheduling
- Meeting Coordination
- Agenda Preparation
- Note-Taking
- Action Item Tracking
- Email and Correspondence Drafting
- Client and Supplier Coordination
- Recordkeeping
- Task Management
- Confidentiality
- Multitasking
- Attention to Detail
- Written and Verbal Communication
- Sound Judgment
- Time Management
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Management & Leadership
- Customer Service & Support
- Retail
Keywords
- Executive Assistance
- Administrative Support
- Office Coordination
- Calendar Management
- Meeting Arrangements
- Agenda Preparation
- Note-Taking
- Action Items
- Correspondence
- Client Records
- Task Lists
- Confidential Information
- Client Service
- Jewelry
- Luxury Retail
- Diamonds
- Fine Jewelry
- Spreadsheets
- Digital Task-Management Tools