Executive Assistant - Stern Partners

About Stern Partners

Stern Partners is a Vancouver-based investment firm with a diverse portfolio of operating companies across a wide range of industries. Stern Partners is built on long-term relationships, operational excellence, and a commitment to integrity and performance.

The Opportunity

We are seeking a highly organized, professional, and discreet Executive Assistant to provide dedicated support to the Founder and President. This is a dynamic, hands-on role that requires exceptional attention to detail, sound judgment, and the ability to manage a wide range of personal and professional responsibilities in a fast-paced environment.

Key Responsibilities

• Calendar Management:
• Proactively manage the President’s schedule with efficiency and foresight
• Travel Coordination: Handle all aspects of travel planning including price comparisons, bookings, check-ins, e-upgrade monitoring, boarding pass printing, and real-time updates on flight status
• Communication Management:
• Screen and monitor incoming calls, manage the President’s email inbox, update personal contact lists, and prepare correspondence and dictation
• Personal Assistance: Attend to personal matters for the President and family members with discretion and care
• Office & Administrative Support:
• Coordinate corporate meals, meetings, and events (e.g., Christmas lunch, corporate gifts, farewell parties)
• Filter and share relevant newspaper articles
• Maintain electronic and physical filing systems
• Oversee petty cash
• Prepare onboarding materials for new hires (access cards, email lists, phone lists, floorplans, etc.)
• Errands & Daily Support:
• Ensure breakfast and lunch are arranged daily for the President
• Track donation activity and upcoming renewals (passports, Nexus, flight passes)
• Provide additional administrative and operational support as needed
  
  
  

Qualifications

• 5+ years of executive support experience, ideally supporting C-level leadership
• Exceptional organizational and time management skills
• High level of discretion, professionalism, and judgment
• Strong written and verbal communication skills
• Proficient with Microsoft Office Suite and general office technology
• A proactive, service-oriented approach with the ability to anticipate needs
• Ability to work full-time onsite in a fast-paced, professional environment
• Able to manage multiple tasks and deadlines