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 Canada’s 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 https://www.hiive.com/careers 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 isn’t a traditional gatekeeper role, you’ll 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 forward. In 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 you’re organizing a high-level board deck or coordinating a business trip; the next, you’re 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 - you’re 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 it's 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 Women’s 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.