Executive Assistant in Burnaby

Join us on the journey to help build the world using applied robotics and AI! Novarc Technologies is a full-stack robotics company recognized as one of the fastest-growing companies in the Americas by the Financial Times for two consecutive years. We are at the epicenter of innovation and global expansion, blending pioneering welding technology with a profound global impact.

Novarc Technologies is looking for an Executive Assistant to join our growing team and support the production of our cobots.

Summary:

As an Executive Assistant, you will be responsible for ensuring the seamless operation of the office. You will be the key liaison between the C-level and various internal and external stakeholders. Your exceptional organizational skills, attention to detail, and ability to handle high-pressure situations with poise will be essential to the role.

Duties and Responsibilities:

• Calendar Management: Oversee and manage the C-level complex schedule, including meetings, appointments, and travel arrangements. Prioritize and adjust appointments as necessary to align with strategic goals.
• Communication: Act as the primary point of contact for communications with the CEO. Draft, review, and manage correspondence, including emails and reports. Ensure all communications are handled with professionalism and discretion.
• Meeting Coordination: Organize and facilitate meetings, including scheduling, preparing agendas, and ordering food. Follow up on action items and ensure timely execution of decisions.
• Meal Reservations: Contact restaurants to make reservations for corporate events in both the United States and Canada.
• Travel Arrangements: Coordinate all travel logistics for the CEO, including flight bookings, accommodations, and transportation. Prepare detailed itineraries and handle any changes or issues that arise.
• Project Management: Assist with strategic projects and initiatives by engaging stakeholders, conducting research, compiling data, and preparing reports and presentations. Provide support in tracking project progress and deadlines.
• Stakeholder Management: Serve as the liaison between the CEO and other executives, board members, clients, and external partners. Manage relationships and ensure smooth communication. Some travel (Canada or US) may be required.
• Confidentiality: Handle sensitive and confidential information with the highest level of integrity and discretion.
• Legal Support: NDA processing; filling, and record keeping.
• Office Administration: Oversee the day-to-day operations of the offices (Canada and the United States), including managing office supplies, equipment, snacks and maintaining an organized workspace.
• Guest Relation: Manage guests and visitors by creating agenda, greet visitors, coordinate admission to office lobby; general phone and mail inboxes; taking and ensuring messages are passed to the appropriate staff member in time.
• Expense Management: Process and track the CEO and other C-level executives’ expenses, ensuring timely reimbursement and budget compliance.
• Incoming and Outgoing Mail: Handle incoming mail and give it to the appropriate recipient, also prepare outgoing mail, including purchasing stamps and calling for package pick up.

Minimum Qualifications and Experience:

• Education: Bachelor’s degree in Business Administration, Management, or a related field preferred.
• Experience: 5+ years of experience as an Executive Assistant or in a senior administrative role, ideally supporting C-level executives in a tech or fast-paced environment.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and familiarity with project management tools (e.g., Wrike, Slack).
• Organizational Skills: Exceptional organizational and multitasking abilities with a strong attention to detail and accuracy.
• Communication: Excellent verbal and written communication skills, with the ability to interact effectively with high-level executives and external stakeholders.
• Problem-Solving: Strong problem-solving skills with the ability to anticipate needs and address issues proactively.
• Discretion: Proven ability to handle confidential information with the utmost discretion and professionalism.
• Adaptability: Flexible and adaptable, with the capability to thrive in a fast-paced and ever-changing environment.
• Project Management: Experience with managing non-technical projects.

Commitment to Novarc Values:

Demonstrate and embed Novarc’s core values of Hungry, Humble, and Smart in daily work, decision-making, collaboration, and interactions with colleagues, customers, and partners.

• Hungry: Be Passionate, Never Give Up, Customer Focused, Continuous Learning, Do What You Say
• Humble: Servant Leader, No arrogance, Less Ego, Listen > Talk
• Smart: High EQ, Challenge the Status Quo, Thought Leaders

About Novarc Technologies:

Novarc Technologies is a full-stack robotics company specializing in the design and manufacturing of cobots and AI-based machine vision solutions for autonomous welding. Novarc’s Spool Welding Robot (SWR) is the world’s first of its kind in pipe welding applications. As a proven pioneer in the field, Novarc’s team is dedicated to solving challenging welding automation problems that improve customers’ bottom line.

Why Novarc:

• Growing Opportunities: We are in the process of maturing into a fast-growing medium-sized business.
• Great place to be: We have created a fun, adventurous, and open-minded environment where our teams are encouraged to bond and express their unique selves.
• Best People: Our team is made up of talented, intelligent, and hardworking people.
• Lots of Opportunities: We are constantly looking for stand-out talent internally to move into leadership positions.

We are excited to invite you to join our growing team for this amazing journey!