About Inbox Booths:

We offer acoustically smart, modular booths for private meetings and focused work. Our solutions offer a quicker, greener, and more effective solution than construction. In the office booth market we are strategically positioned as the pragmatic and highest value option on the market. We are Vancouver-based and rapidly expanding across North America.

Inbox is led by two experienced start-up entrepreneurs working in and on the business day to day. Our small but mighty team is resourceful and emotionally intelligent. We are the type of people who courageously seize opportunities to change the world for the better. Our North Star as an organization is to solve problems that create value together. Office privacy booths are just the beginning of a much larger vision.

About this Role

As the Executive Assistant to our two Co-Founders, you will play a crucial role in supporting their daily activities, managing administrative tasks, and ensuring efficient communication within the organization. This position requires exceptional organizational skills, discretion, and the ability to handle sensitive information with confidentiality. The ideal candidate will be proactive, detail-oriented, and capable of multitasking in a fast-paced environment.

Key Responsibilities

Calendar Management:

- Coordinate and manage the Co-Founders' schedules, including meetings, appointments, and travel arrangements.

- Prioritize conflicting demands, resolve scheduling conflicts, and ensure timely attendance to appointments.

- Proactively look for areas where you can improve efficiencies and reduce duplication of work for the co-founders'

Communication Management:

- Act as a liaison between the Co-Founders and internal/external stakeholders, including clients, partners, and team members.

- Draft and respond to emails on behalf of the Co-Founders, ensuring professionalism and accuracy in all communications.

Administrative Support:

- Provide administrative assistance such as drafting correspondence, preparing presentations, and organizing documents.

- Handle expense reports, invoices, and other financial documents with attention to detail and accuracy.

Meeting Coordination:

- Arrange and prepare materials for meetings, including agendas, presentations, and follow-up actions.

- Attend meetings, take minutes, and distribute notes to relevant parties as necessary.

Travel Arrangements:

- Coordinate domestic and international travel arrangements, including flights, accommodations, and transportation.

- Ensure travel itineraries are well-planned and provide necessary support during travel periods.

Project Support:

- Assist with special projects, research initiatives, and ad-hoc assignments as directed by the Co-Founders.

- Maintain project timelines, track progress, and provide regular updates to ensure objectives are met.

Confidentiality:

- Handle sensitive information with the utmost confidentiality and discretion.

- Maintain a high level of professionalism and integrity in all interactions and communications.

Requirements:

- Proven experience as an executive assistant or similar role, preferably supporting C-suite executives or business leaders.

- Exceptional organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.

- Excellent communication skills, both written and verbal, with a professional and courteous demeanor.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

- Ability to maintain confidentiality and handle sensitive information with discretion.

- Strong attention to detail and accuracy in all work.

- Flexibility to adapt to changing priorities and work schedules.

- Previous experience in a startup or entrepreneurial environment is a plus.