Executive Assistant

Job description

Hiive is redefining how private companies and their shareholders access liquidity. Through its institutional-grade platform, Hiive brings together buyers, sellers, and issuers to facilitate secondary transactions in venture-backed, pre-IPO companies, introducing efficiency, transparency, and standardization to an otherwise opaque asset class. Recognized as one of Canada’s fastest-growing companies and backed by leading U.S. investors, Hiive is profitable, well-capitalized, and building a high-performance team to meet growing demand and pursue new market opportunities. Interested in learning more about life at Hiive? Check out our careers page https://www.hiive.com/careers to see how you can grow with us! As an Executive Assistant at Hiive, you will be a key partner and the ultimate force multiplier for our executive team. This isn’t a traditional gatekeeper role, you’ll be deeply embedded in our daily rhythm, handling everything from high-level project coordination, to the personal logistics that keep our founders focused on the work that moves the business forward. In a company moving as quickly as Hiive, your ability to stay ahead, work with AI-powered tools, and operate with discretion and good judgment will have a direct impact on how effectively our leadership operates. In this role, your responsibilities would include: - Acting as a trusted partner to the executive team, managing their time, priorities and logistics so they can operate at their best. - Balancing the professional and the personal: One minute you’re organizing a high-level board deck or coordinating a business trip; the next, you’re tracking down a hard-to-get restaurant reservation, managing a home vendor, or planning a team offsite. - Managing correspondence, priorities, and incoming requests across multiple channels on behalf of the executive team — drafting, routing, and following up with professionalism and speed. - Owning complex, multi-timezone calendars across multiple leaders: anticipating conflicts, making judgement calls and coordinating directly with stakeholders to keep things moving. - Curating seamless travel and experiences, handling flights, accommodation, and travel coordination with creativity and an eye for a good itinerary. - Leading end-to-end logistics for high-stakes meetings, from venue sourcing and coordinating 20-30 meetings schedules, to building briefing materials and every detail in between. - Handling all travel arrangements with precision and creativity, ensuring every trip runs smoothly regardless of what comes up - Preparing high quality documents, presentations, and briefing materials that reflect well on the leaders you support. - Handling a broad range of tasks, professional and personal, with the same level of care, urgency, and discretion. - Keeping confidential information confidential, always. - Staying two steps ahead and solving problems before they become problems. Required Skills: - Tech-forward: You already use AI tools (Gemini, ChatGPT, Claude) to speed up your workflows and know how to effectively prompt. - Exceptional organizational and time-management skills with the ability to juggle competing priorities across multiple leaders. - Strong written and verbal communication — polished, professional, and concise. - Comfortable negotiating with external parties and managing vendor relationships from sourcing through delivery. - Confident managing internal stakeholders at all levels, including senior leadership. - High proficiency in Google Workspace. - Demonstrated ability to handle sensitive and confidential information with discretion. - Proactive, resourceful, and comfortable operating with ambiguity and minimal direction. - Proven experience planning and executing complex travel, domestically and internationally, with a strong eye for logistics, timing, and the unexpected. - Strong attention to detail and follow-through. - Ability to remain composed and effective under pressure. Preferred Skills: - Experience supporting a C-suite or senior executive, ideally in a face paced environment. - Experience in a fast-paced startup, investment, or financial services environment. - A logistical wizard - you’re the person in your friend group who plans the entire trip and thrives on making sure things run smoothly. - Familiarity with project management tools (Notion, Asana, etc.). - A creative streak: whether it's finding an unconventional solution, planning a memorable experience, or presenting information in a fresh way, you bring imagination to your work. - Experience in a Chief of Staff or Senior PA capacity, supporting leaders across both professional and personal priorities. - Post-secondary education in business administration or a related field. Compensation, Benefits & Perks: - Highly competitive salary commensurate with experience and contribution. - Opportunity to participate in ownership of a rapidly growing company through our employee stock option plan. - Comprehensive 100% employer-paid health & dental premiums and a Health/Personal Spending Account for Canadian employees. (An employer-subsidized benefits program is available for US-based team members). - If you are based in Vancouver, enjoy a dedicated desk in our Vancouver, BC HQ, in the heart of downtown, with a fridge stocked with healthy snacks and drinks, an onsite gym, and a gorgeous rooftop amenity. - Enjoy a $20-per-day commuter benefit for every day you work in our Vancouver HQ. - An engaging social calendar, including bi-weekly catered lunches, bi-weekly “Friday bar,” team workouts, annual summer party, and holiday party, two “onsite” all-team retreats each year, semi-annual team-building events, and Hiive Women’s Network events. - Significant opportunities for growth into team leadership and management roles. - Entrepreneurial culture and a small and dynamic team. - Sponsorship, immigration, and relocation for exceptional candidates. Hiive is committed to fostering an inclusive workplace where all individuals have an opportunity to succeed. AI, automated tools, and applicant privacy notice: As part of our recruitment and hiring process, Hiive may use automated tools, including artificial intelligence (AI), to assist in screening applications, evaluating candidate qualifications, and supporting interview processes. These tools are designed to support and inform human decision-making and are not used as the sole basis for any employment decision. We may collect, use, and analyze personal information you provide in connection with your application, including generating insights or inferences to assess job-related qualifications. This information is used for recruitment, evaluation, and compliance purposes in accordance with applicable law. We take reasonable steps to evaluate and monitor our hiring tools and practices to promote fairness, consistency, and non-discrimination. Where required by applicable law - including in Ontario, Quebec, New York City, Illinois, and California - we conduct or rely on assessments such as bias audits, honor rights related to automated decision-making, and provide additional disclosures on request. Depending on your location, you may have certain rights with respect to your personal information and the use of automated processing, including the right to request access to, correction of, or deletion of your information, or to receive additional information about our data practices. We honor such rights where required by applicable law. For accommodation requests or questions about this notice, contact careers@hiive.com.