Executive Assistant

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 Canadas 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 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 isnt a traditional gatekeeper role youll 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 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 youre organizing a high-level board deck or coordinating a business trip; the next youre 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 - youre 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 its 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 Womens 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

Required Experience:

IC