Executive Assistant & Office Manager

Intelligent City is an urban housing technology company that takes a product and platform-based approach to buildings. We combine exceptional design with mass timber construction, robotic manufacturing, and parametric software. Our mission is to build smarter and to empower people to live better. We create a new value paradigm for housing and workplace solutions that are more affordable, faster to build, consistently carbon neutral and socially resilient.

Our motto is ‘Build Smarter. Live Better. Think Change.’ If this resonates with you, we encourage you to apply to join our team and help us build a better world!

As Executive Assistant & Office Manager, you will play a pivotal role in providing comprehensive administrative support to our CEO and other executives and ensure seamless operations across our organization.

You have superior organizational skills, exceptional communication abilities, and the ability to maintain confidentiality in handling sensitive information and keen attention to detail to manage information and calendars and act as a liaison between the CEO and internal/external stakeholders. You are resourceful and will use your coordination skills and expertise in office management to make travel arrangements, coordinate meetings and events and ensure we work in a well-organized environment.

If you like to wear many hats, have exceptional multitasking skills, and proactive with problem-solving, and are capable of thriving in a fast-paced setting, we invite you to apply to join us on this exciting journey and help us change the world, one-building at a time.

This position reports to the CEO and works collaboratively with multiple individuals within our multi-disciplinary team.

Number of positions: 1

Location: Vancouver, BC

Work Hours: Flexible work options are available

We are accepting applications from within the lower mainland, BC only.

Education & Qualifications, Required:

• Post-secondary education is preferred

Skills & Experience, Required:

• Proficient in Microsoft Office software
• 5+ years of experience in providing comprehensive administrative support to executives, including managing calendars, scheduling meetings, handling travel arrangements, and preparing materials for meetings
• Flexibility to work at the manufacturing facility 4 to 5 days per month or as required
• Previous experience in making travel arrangements
• Understanding the importance of confidentiality, ethical standards, and data protection
• Flexible and able to adapt to changing priorities and handle unexpected situations
• Experience in planning and coordinating company events, meetings, or conferences.

The Role & Responsibilities - Executive Support:

• Coordinate with department heads and executive team members to facilitate effective communication and timely decision-making
• Collaborate with other C-level executives to ensure efficient coordination and support across the executive team
• Provide administrative support, including preparing documents, coordinating projects, and managing special initiatives
• Provide comprehensive administrative support to the CEO, including managing calendars, scheduling meetings, coordinating travel arrangements, and preparing necessary materials
• Conduct research, compile reports, and prepare presentations as requested by the CEO
• Act as a liaison between the CEO and internal/external stakeholders, maintaining effective communication and handling inquiries promptly and professionally
• Assist with email management, filtering messages, prioritizing tasks, and drafting responses on behalf of the CEO
• Assist with scheduling meetings, preparing agendas, and taking accurate minutes during executive-level meetings

The Role & Responsibilities - Office & Administrative Management:

• Manage office supplies, equipment, and inventory, placing orders and coordinating maintenance and repairs as necessary
• Maintain confidentiality of sensitive information and handle it with discretion
• Support various administrative tasks, such as drafting and proofreading correspondence, preparing reports, and maintaining files and records
• Assist with setting up and troubleshooting audiovisual equipment for meetings and presentations
• Research, plan, and book domestic and international travel arrangements, including itineraries for executives and employees, flights, accommodations, transportation, and visas if required.
• Complete other duties as we may request which are consistent with your abilities and responsibilities
• Provide support with event (office activities, events, meetings, conferences) logistics, including venue selection, catering arrangements, audiovisual setup, and coordination with vendors
• Oversee general office operations and ensure a well-organized and functional work environment
• Collaborate with building management and external vendors to address facilities-related issues
• Participate in continuous improvement initiatives, including identifying opportunities to streamline processes, improve quality, and reduce waste
• Maintain an inventory of office technology, including computers, printers, and software licenses.
• Assist in the preparation of financial documents, including expense reports

What you bring to the role:

• Organization
• Time Management
• Communication Skills
• Initiative
• Problem-Solving
• Team Work
• Attention to detail
• Discretion & Confidentiality

Physical Demands:

• Extended periods speaking on the phone or video calls
• Repetitive motions, using a keyboard and mouse.
• Extended periods sitting at a desk, with long periods of computer use
• Working on your feet for periods, including standing in one place and walking

Work Environment:

• Working in an open office environment
• Working at the manufacturing facility, exposed to machine noise, dust, chemicals and/or fumes

Safety Requirements:

• When on the production floor or construction site, wear protective equipment, such as a hard hat, hearing protection, safety work boots, and safety glasses
• Work safely and follow all health and safety policies and procedures

Important to Mention!

• Proof of ability to remain and work in Canada
• Successful candidates may be required to submit to a background check
• Must provide your own CSA-approved 6” safety footwear, required

#ICI03

Intelligent City (ICI) is a technology-enabled and platform-based urban housing systems company providing transformational innovation to the housing, architecture, building and construction industry. Through the convergence of design, software technology and advanced prefabrication we combine three highly innovative paradigms that will change the value equation in architecture and urban design.

Our team is on a mission to empower people to live better, to build smarter, and to address climate change and urban housing challenges. We think change – and we are looking for doers, integrators, professional hybrids, thinkers, and innovators that can help us achieve our objectives.

We take a product and platform-based approach, we vertically integrate high-rise mass timber building systems, advanced design-engineering, automated manufacturing, and parametric software. Through this, we offer breakthrough end-to-end building solutions that can be built faster with better quality while being more affordable and consistently carbon neutral.

We are broadly recognized for our leadership in bringing together climate tech and construction tech solutions, including by Sustainable Development Technology Canada (SDTC), Breakthrough Energy Solutions Canada (BESC) and the Solar Impulse Foundation.

Intelligent City was co-founded in 2008 by entrepreneur Oliver Lang and Cindy Wilson, and is the sister company to Lang Wilson Practice in Architecture Culture (LWPAC). The two companies work closely together to deliver the vision of productized and platform-based buildings. The LWPAC team has executed award winning institutional and residential projects both nationally and internationally, and we have practiced and taught architecture in Berlin, New York, Barcelona, Valparaiso, Beijing and Vancouver.

Please note: Architectural employees will be employed by LWPAC.

Equal Opportunity Employer

We are an equal opportunity employer and have made a commitment to build a culture of innovation, diversity, and inclusivity, striving for open discussions, best hiring and operational practices. We are also committed to providing a comfortable and accessible interview process, please let us know if we can support you throughout the process with accommodations.

Land Acknowledgement

Intelligent City acknowledges that its work takes place in Vancouver on the unceded, traditional, and ancestral territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh Úxwumixw (Squamish), and səl̓ilw̓ətaʔɬ (Tsleil-Waututh) peoples and on the unceded, traditional, and ancestral territories of the scəw̓aθən (Tsawwassen), xʷməθkʷəy̓əm (Musqueam), and other Coast Salish peoples at its Delta location.