Office Manager & Executive Assistant

Be part of something incredible. Metals are necessary for our world, but mining historically faced issues with waste, sustainability, and inefficiencies. MineSense is changing that. Our solutions reduce mining waste and environmental impacts while increasing profits and efficiencies. Backed by the best in venture capital and government funds, and recognized by tech industry and sustainability programs, MineSense is doing what many said could not be done: improving mining for people and planet.

We are looking to add an experienced Office Manager and Executive Assistant to our G&A team in Vancouver, British Columbia. Reporting to the CEO, this role is responsible for ensuring the CEO is well prepared for all manner of business. Additionally, this role will ensure that the Vancouver office is running smoothly. An ideal candidate will be a detail-oriented self-starter who enjoys a fast-paced environment and working directly with a senior leadership team.

Job Responsibilities:

• Calendar and Email: Manage the CEO’s calendar. Schedule & coordinate meetings and resolve any conflicting priorities. Support the management of the CEO’s email inbox prioritizing and flagging upcoming items.
• Board Contact: Interact with Board members and their Executive Assistants to schedule the annual calendar, organize meetings, schedules and travel arrangements.
• Communications: Build a strong working relationship with the CEO to understand their communication style and to anticipate their needs. Monitor requests sent directly to CEO/Executive team members when needed.
• Media: As required, assist with coordinating media relations and interviews for Senior Leadership team.
• Meetings: Organize logistics of company wide meetings including ensuring translation capability (to English and to Spanish). Develop agendas, coordinate guest speakers where applicable, share presentation materials.
• Organize other regular meetings (including booking rooms, catering, etc.) as needed.
• Travel Arrangements: Coordinate and book travel arrangements for both domestic and international trips for executives as needed. Prepare all itineraries and ensure calendars for these arrangements are up to date.
• ELT support: support members of the Executive Team with administrative functions such as meeting planning, conference registration and coordination, expense reports etc.
• Culture Champion: promote a positive office culture by living our mission, vision, and values in all interactions with internal and external stakeholders.
• Administrative Duties: manage office supplies, coffee and refreshments. Work with the facilities team as needed on issues related to the office.
• Participate in organizing company events as a member of the Social Committee
• Lead and delegate planning of key company events that have executive involvement.
• Manage the companynon-disclosure process and repository.
• Collaborate closely with other team members on company communications.
• Additional duties as occasionally required.

Qualifications:

• 5-10 years working as an Office Manager and 2+ years experience supporting C-Suite level/CEO in the capacity of Executive Assistant.
• Proven ability to develop strong working relationships with the Board and Executive team in order to anticipate needs.
• Strong working knowledge with MS Office products. Expert-level PowerPoint and familiarity with Adobe an asset.
• Excellent verbal and written communication skills.
• Proficient with Microsoft Office Suite.
• Highly professional and ability to work with confidential matters: maintain a high level of confidence when managing sensitive information, including documents.
• Organized and able to manage and coordinate all that is necessary for the smooth operation of the office.
• Energetic and enthusiastic with a “can do” attitude. Willing to jump in and help when situations arise. Be approachable to develop relationships with all employees.
• Ability to prioritize, multi-task and work independently in a fast-paced and constantly changing environment and understand the sense of urgency.
• Ability to work flexible hours, with an understanding that occasionally the Executive Team may have time-sensitive matters outside of general office hours.
• Flexibility to work remotely 1-day per week.
• Legally able to work in Canada.

The salary offered to the successful candidate will be based on their experience, knowledge and skills they bring to MineSense, market data based on their location as well as internal equity. Keeping this mind, the salary offered can be outside of the range posted.

Our total rewards package offers market-researched benefits, promotes internal equity, and supports team members at all levels of our organization, and includes the following:

Our total rewards package includes:

· A competitive salary and bonus.

· Matching RRSP or 401K program (for Canadian and US employees)

· A comprehensive benefit program including an employee assistance program.

· Learning and career development programs and resources (live sessions and on-demand)

· Transit Subsidy (for roles based in Vancouver, BC)

· Hybrid work (for roles that do not require to be onsite)

· 3 weeks' vacation or more depending on the position

· Global and local company organized social events and celebrations to connect with your team

Here's what you can expect as a part of the MineSense Team:

When you join MineSense, a trailblazing Canadian mining technology company, you become a part of our purpose to maximize global metals and minimize global impacts. We’re not just a company; we’re a Community of Innovators who forge a path toward a sustainable future. Here’s why we want you to be excited:

Purpose-Driven: At MineSense, we don’t just clock in—we live our purpose. We’re on a mission to revolutionize the mining industry, and every day, we’re one step closer to a cleaner, greener world.

Values That Resonate: Our core values—Innovation, Belonging, Resilience, and Adding Value—aren’t just buzzwords. They’re the bedrock of our culture. When you step into our team, you’re not just an employee; you’re a steward of these values.

Impactful Work: Imagine contributing to a cleaner, more sustainable planet. At MineSense, you’re shaping the future of cleantech and developing cutting-edge technology that literally hasn't been developed before. Your work matters, and it echoes beyond our walls.

People-Centric: We’re not just about profits; we’re about people. Our organization cares deeply about its employees. When you join us, you become part of a community that supports growth, well-being, and success.

Ready to make your mark? Join MineSense and be part of something bigger than yourself.

MineSense is an equal opportunity employer and is committed to providing accommodation to individuals with disabilities. Should you require accommodation during the recruitment or hiring process, please feel free to indicate your needs while applying. Information received related to accommodation needs of applicants will be addressed confidentially.

All applications are welcome, even if you don't meet all the requirements, so please do not hesitate to apply.