Executive Assistant & Project Manager

On-site | Vancouver Office – 675 W Hastings St.

Location: Vancouver, BC
Reports To: CEO
Type: Full-time, Permanent

We're seeking an exceptional Executive Project Manager who combines PMP-certified project management expertise with the operational sophistication to serve as the CEO's strategic partner. This is a senior operations role for someone who has mastered complex project delivery while providing high-level executive support that enables leadership to focus on growth and strategy.

You'll be the CEO's operational right hand—someone who doesn't just manage calendars, but drives strategic initiatives from concept to completion, builds operational infrastructure, and acts as a force multiplier across the organization. If you've led multi-million dollar projects, coordinated cross-functional teams, and are ready to apply that expertise while working closely with executive leadership, this is your opportunity.

This isn't a traditional EA role. We need someone with project management credentials who can build systems, lead initiatives, and operate at an executive level with the business acumen to represent leadership in high-stakes situations.

• Lead high-impact, cross-functional projects spanning operations, finance, legal, product, and business development
• Develop comprehensive project plans: define scope, build timelines using MS Project/Primavera, identify dependencies, assign ownership, establish governance frameworks
• Drive accountability across teams: track milestones, manage risks, remove blockers, escalate issues strategically using PMO best practices
• Implement and optimize operational processes, policies, and systems to improve efficiency and scalability
• Manage vendor relationships, contract negotiations, partnership coordination, and procurement activities
• Support business continuity planning, resource allocation, and strategic planning initiatives
• Build and maintain project dashboards and executive reporting frameworks using data analytics tools (Power BI, Tableau, Excel)
• Lead change management initiatives to ensure organizational adoption of new processes and systems
• Conduct financial analysis: budget tracking, forecasting, cost-benefit analysis, and ROI reporting
• Own strategic initiatives requiring executive oversight: company events, internal communications, operational transformations

• Serve as the CEO's strategic partner: manage complex calendars with strategic prioritization, anticipate needs, ensure optimal time allocation
• Act as trusted proxy in executive meetings when required, representing CEO interests and ensuring follow-through on key decisions
• Prepare executive-level briefing materials, presentations, and strategic communications for board meetings, investor relations, and key partnerships
• Orchestrate complex international travel arrangements, including multi-country itineraries, global mobility considerations, and event logistics
• Manage sophisticated stakeholder relationships across global teams, clients, investors, and partners with diplomacy and discretion
• Serve as gatekeeper and information hub—triaging priorities, managing information flow, ensuring nothing critical falls through cracks
• Coordinate board meetings and investor relations activities, including materials preparation and follow-up
• Drive organizational alignment through clear communication, documentation, and stakeholder management

• PMP Certification (Project Management Professional) — Active and current
• 4-6 years of progressive project management experience, leading complex, multi-stakeholder initiatives with budgets of $1M+
• Bachelor's degree required; MBA, Master's in Project Management, or relevant graduate degree strongly preferred
• Demonstrated success leading cross-functional projects from planning through execution in fast-paced environments
• Experience supporting or working closely with C-suite executives (CEO, President, COO) in strategic capacity
• Proven ability to build operational systems: process design, documentation, governance frameworks, KPI tracking
• Strong business acumen: understanding of how businesses operate, P&L impact, strategic decision-making

Project Management Excellence:

• Expert use of MS Project, Primavera P6, Smartsheet, or equivalent project management platforms
• Deep understanding of PMI methodologies (PMBOK), Agile/Scrum, and hybrid approaches
• Risk management, change control, stakeholder analysis, and issue resolution
• Budget development, cost tracking, variance analysis, and financial reporting
• Resource planning, capacity management, and cross-team coordination

Operational Leadership:

• Process mapping, optimization, and continuous improvement (Lean/Six Sigma experience valued)
• Vendor management, contract negotiation, and procurement oversight
• Data-driven decision making using analytics tools (Power BI, Tableau, advanced Excel)
• KPI development, dashboard creation, and executive reporting
• Change management and organizational effectiveness

Executive-Level Capabilities:

• Strategic thinking: connecting projects to business outcomes and organizational strategy
• Exceptional communication: write and present with clarity to executives, boards, and cross-functional teams
• Sophisticated stakeholder management: influence without authority, navigate complex organizational dynamics
• Executive presence and judgment: comfortable representing leadership in high-stakes situations
• Proactive problem-solving: identify issues before they escalate, drive solutions with resourcefulness
• Discretion and confidentiality: handle sensitive information with utmost professionalism

Personal Attributes:

• Bias for action and ownership mentality: Don't wait to be told—see what needs to happen and make it happen
• Exceptional organizational skills: Expert at juggling competing priorities while maintaining composure under pressure
• Self-starter with strategic mindset: Think two steps ahead, anticipate needs, connect dots between initiatives
• Collaborative leader: Build trust across all levels, foster cross-functional partnerships

• Advanced proficiency in MS Project 
• Advanced Microsoft Office Suite (Excel: pivot tables, formulas, data analysis; PowerPoint: executive presentations)
• Google Workspace proficiency
• Budget management and financial planning tools

• Data visualization and reporting: Power BI, Tableau, or Looker
• ERP/CRM systems: Oracle, SAP, Salesforce, NetSuite
• Document management: SharePoint, Confluence
• Risk management tools: RiskWatch, ARM, or similar
• Process mapping: Visio, Lucidchart, Miro

• Additional certifications: PMI-RMP (Risk Management), PgMP (Program Management), CAPM, Agile/Scrum, Lean Six Sigma (Green/Black Belt)
• Experience in high-growth tech companies, startups, or healthcare/medtech environments
• Background in consulting, operations, or business management
• Experience managing global operations, international mobility, or multi-country teams
• Multilingual capabilities (particularly Mandarin, Korean and French) a plus
• Exposure to venture-backed companies, investor relations, or board governance
• Experience with regulatory compliance, quality management systems (ISO, GMP), or audit processes

As the Executive Project Manager & Operations Lead, you'll be at the epicenter of EviSmart's growth story. You'll have direct impact on strategic decisions, operational excellence, and organizational effectiveness while working alongside the CEO to shape the company's trajectory.

This role offers:

• Strategic impact: Lead initiatives that define how the company operates and scales
• Executive visibility: Direct partnership with CEO and leadership team
• Professional growth: Clear pathway into Chief of Staff, VP Operations, or COO roles
• Global exposure: Interface with teams, clients, and partners across 26+ countries
• Mission-driven work: Contribute to technology transforming dental care globally
• Autonomy and ownership: Build and improve systems with significant decision-making authority

• Competitive compensation: Salary commensurate with experience + performance bonuses
• Comprehensive benefits package: Health, dental, vision
• Professional development: Support for continuing education, certifications, conferences
• Growth trajectory: Real opportunity to grow into senior operations leadership
• Collaborative culture: Fast-moving team where expertise and contributions are valued
• Meaningful mission: Help transform global dental care through innovative technology

• Successfully deliver 3+ strategic projects on time and within budget
• Implement operational dashboards providing real-time visibility into key initiatives
• Build project management framework and governance structure adopted company-wide
• Reduce CEO administrative burden by 40% through systems and process improvements
• Achieve 95%+ stakeholder satisfaction rating from project teams and executives
• Establish vendor management system resulting in 15%+ cost savings or efficiency gains

EviSmart is an equal opportunity employer committed to diversity, equity, and inclusion.