{"id":2557934,"url":"https://alion.io/job/optima-living-senior-executive-assistant","title":"Senior Executive Assistant","company":{"id":1231688,"name":"Optima Living","domain":"optimaliving.ca","url":"https://alion.io/company/optimaliving","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Dayforce","truth_index":{"grade":"B","score":75,"open_postings":7,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":36,"computed_at":"2026-10-21T05:46:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Vancouver, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":41000,"max_usd":75000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":146},"experience_years_min":10,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Outlook","optional":false},{"name":"SharePoint","optional":false}],"status":"closed","first_seen_at":"2026-10-13T07:00:00Z","employer_posted_date":"2026-10-14","last_verified_at":"2026-10-21T03:05:53Z","board_verified":false,"closed_at":"2026-10-21T03:05:53Z","days_open":7,"trust":{"level":"not_scored","repost_count":null,"flags":[],"days_open":7},"description":"About Optima LivingFounded in 2007 by two friends inspired by their families’ dementia journeys, Optima Living was created to provide a more home-like experience in seniors housing and care. What began as a personal mission has grown into one of Western Canada’s leading senior living and continuing care providers.\nToday, Optima Living offers Independent Living, Assisted Living, Supportive Living, Long-Term Care, Brain Health, and Memory Care across Alberta and British Columbia. Our innovative approach includes Spark, Your Wellness, Your Way; our proprietary brain health and care model. As the only Top 10 Canadian senior living and care provider focused exclusively on Western Canada, we proudly serve more than 6,000 residents.\nGuided by our North Star, Let us welcome you home™, we are committed to People, Place, and Community. With a resident-first philosophy and a focus on innovation, we are redefining aging with purpose creating communities where seniors live with dignity, connection, and joy.\nPosition Summary We are seeking a highly organized and proactive Senior Executive Assistant & Strategic Coordinator to join our team as a trusted partner to the Co-founders/ Principals and senior executive team in a fast-paced, complex environment. The role extends the executive's capacity by managing time, information and priorities so that attention stays on what matters most.\nBeyond high-level administrative support, the role coordinates the executive's key initiatives across departments, prepares analysis and recommendations that inform decisions, and runs the executive's operating rhythm. It also leads secretariat and coordination support for the Executive Team meetings by keeping agendas, decisions and deliverables on track through to completion.\nScope of AuthorityReporting to a Co-founder/Principal, this role supports, informs and coordinates executive’s decision-making. It does not hold decision-making authority, budget authority, or accountability for the outcomes of others' deliverables. Recommendations are prepared for the executive, and decisions rest with the executive or the appropriate accountable leader.\nWithin that scope, the incumbent is expected to exercise independent judgment on scheduling, prioritization, information flow and coordination, consulting the executive on matters of significant business impact.\nKey Responsibilities\nStrategic Coordination and Decision Support\nMaintain a clear view of the executive's strategic priorities and ensure the calendar, commitments and incoming requests stay aligned with them; flag drift and recommend adjustments.\nDesign and manage the executive's operating rhythm, including leadership meetings, planning check-ins, reporting cycles and decision timelines.\nPrepare options, analysis and recommendations for upcoming decisions, outlining relevant context, risks and trade-offs. Decision authority remains with the executive.\nCoordinate and monitor progress on the executive's priority initiatives across departments, identifying dependencies, blockers and emerging risks and bringing them forward early.\nLead or coordinate defined special projects as assigned, owning the process, timeline and coordination, with approvals and outcomes resting with the executive or project sponsor.\nGather input from leaders and stakeholders ahead of key meetings or decisions so the executive understands the range of positions and potential concerns.\nSynthesize reports, data and stakeholder input into concise summaries that highlight themes, implications and items needing attention.\nExecutive Support and Priority Management\nManage a complex, high-volume calendar in line with strategic priorities, protecting preparation and thinking time and balancing operational demands, travel and agreed personal commitments.\nAnticipate scheduling and priority conflicts, assess urgency and business impact, and resolve them using independent judgment, consulting the executive on matters of significant impact.\nOversee the coordination of meetings across multiple time zones, ensuring participants, locations, virtual links, catering, technology and materials are in place.\nPartner with the Event Manager to align executive and event schedules and logistics, resolving conflicts or changes promptly.\nPrepare daily and weekly executive briefings that highlight priorities, decisions required, risks, deadlines and follow-up items, not only the schedule.\nManage incoming correspondence and requests, resolving or redirecting matters that do not require the executive's attention; draft, edit and coordinate professional communications on the executive's behalf.\nPrepare meeting briefs, background analysis, presentations, reports and supporting documents so the executive is fully informed and prepared.\nTrack the executive's commitments, decisions, delegated tasks and deadlines, following up with owners discreetly and consistently to ensure completion.\nOversee domestic and international travel arrangements, including itineraries, accommodation, transportation and contingency planning.\nHandle confidential and sensitive information with sound judgment, professionalism and discretion.\nBuild effective working relationships with internal leaders, external partners and key stakeholders, serving as a trusted point of contact and representing the executive's priorities accurately without directing others' work.\nExecutive Team Secretariat and Coordination\nDevelop meeting schedules and the annual Committee calendar with the Chair and key stakeholders, aligning cadence with planning and reporting cycles.\nLead agenda planning: solicit items, clarify desired outcomes, advise the Chair on agenda structure and on how decisions are framed, and organize topics by priority.\nEnsure agendas, previous minutes, decision papers, presentations and pre-reading materials meet quality standards and are distributed within established timelines.\nConfirm presenters and attendees, record regrets, and ensure logistics and technology are ready.\nAttend meetings and produce concise, accurate minutes that capture decisions, approvals, key discussion points, risks and action items.\nMaintain the official record of agendas, minutes, decisions and supporting materials in accordance with document-management and retention requirements.\nMaintain a centralized action-item and decision tracker identifying each deliverable, accountable owner, due date, status, dependencies and escalation needs.\nHold action owners to their commitments on behalf of the Committee between meetings, sending reminders, identifying overdue or at-risk items, and escalating systemic or high-risk delays to the Chair.\nOpen each meeting cycle by reviewing outstanding actions and briefing the Chair on progress, risks, trends and items requiring attention.\nAnalyze action-item performance and Committee effectiveness over time, and recommend improvements to processes, templates, meeting cadence and reporting practices.\n\nQualifications and Experience\nUndergraduate degree in business administration, communications, public administration or a related field; an equivalent combination of education and experience will be considered.\nA minimum of 10 years of progressive experience supporting a senior executive in a complex, fast-paced organization.\nDemonstrated experience managing a high-volume calendar with competing priorities and frequent changes.\nExperience supporting executive, governance or board meetings, including agenda development, minute-taking and action tracking.\nExperience coordinating projects or cross-functional initiatives, including tracking dependencies, timelines and risks.\nDemonstrated ability to analyze information and prepare concise briefings, summaries and recommendations for senior leaders.\nExceptional written communication, editing, proofreading and minute-taking skills.\nAdvanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint and AI related collaboration tools.\nExperience handling confidential information and working with senior leaders and external stakeholders.\nAsset: project management training or certification.\nCore Competencies\nStrategic awareness: Understands the executive's and organization's priorities and connects day-to-day activity to them.\nPlanning and prioritization: Organizes complex workloads, distinguishes urgent from important, and keeps critical commitments visible.\nAnalysis and synthesis: Distils large volumes of information into clear insights, options and recommendations.\nAnticipation and judgment: Thinks ahead, identifies risks early, and acts appropriately with limited direction, knowing when to resolve and when to escalate.\nInfluence without authority: Moves work forward across departments through credibility, clarity and relationships rather than positional authority.\nAttention to detail: Produces accurate, complete and polished work while managing multiple deadlines.\nCommunication: Communicates clearly, diplomatically and professionally with varied audiences.\nDiscretion and integrity: Handles sensitive matters with confidentiality, tact and sound judgment.\nAccountability and follow-through: Takes ownership of processes, monitors progress and closes the loop on commitments.\nAdaptability and composure: Remains organized and solutions-focused when priorities shift or pressure increases.\nRelationship management: Builds trust and works effectively across functions, seniority levels and external organizations","description_format":"text","description_chars":9480,"description_truncated":false,"requirements":{"experience_years_min":10,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Senior Living & Assisted Living","Nursing Homes & Long-Term 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