Executive Assistant

About OpenCoreOS

• We're transforming monolithic & mainframe cores into the world's first standards-based "Thin Ledger" using Golang, Rust, Protobuf (Buf), Kafka, Redis, and multi-region distributed databases (CockroachDB/YugabyteDB).

• We're AI-native, weaving AI throughout our platform: from autonomous operations to code generation, intelligent metadata management, policy engines, and AI-powered SDLC workflows.

• We ship quickly without compromising quality: T1 banks demand five-nines reliability and bulletproof transactional consistency.

• Everything is open source, from the ledger engine to developer tooling. We're based in Huckletree, Liverpool Street for strong in-person collaboration, while embracing flexibility with best-in-class async tools.

The Role

We’re hiring an Executive Assistant in our Vancouver office to work directly with our CEO and Chief of Staff.

This is a high-responsibility, in-person role where you will be at the centre of how the company is run day to day. You will manage time, information, and coordination across:

• Senior leaders in Vancouver

• Team members on the East Coast and in Europe

• External partners, investors, and large banks

You’ll also be enabled by AI tools (ChatGPT, Copilot, Gemini, NotionAI) to make your work faster and more effective – for drafting communication, summarising documents, and organising information.

What You’ll Do

Executive support & coordination

• Own calendar and time management for the CEO (and support the Chief of Staff), including complex scheduling across Pacific, Eastern, and European time zones.

• Set up and coordinate internal and external meetings, making sure the right people, documents, and tools are in place.

• Prepare the CEO and Chief of Staff for key meetings with clear agendas, pre-reads, and follow-up actions.

• Help prioritise requests on the CEO’s time and protect focus time for deep work.

Communication & follow-through

• Draft, edit, and send high-quality, professional emails and messages on behalf of the CEO and Chief of Staff.

• Take clear notes during important meetings and track follow-ups to make sure decisions turn into actions.

• Maintain organised records of key conversations, decisions, and next steps in our systems (e.g., Notion, shared drives, task trackers).

Operations & projects

• Support the Chief of Staff in running company routines: leadership meetings, all-hands, planning sessions, and key project check-ins.

• Help manage small cross-functional projects (for example: office setup changes, small events, or coordination for a product launch).

• Keep our Vancouver office running smoothly – from visitors and events to supplies and basic logistics.

Travel & logistics

• Coordinate travel for the CEO (and occasionally other leaders): flights, hotels, itineraries, and on-the-ground schedules.

• Plan and support trips that often involve meetings across multiple time zones, including Europe and the East Coast.

• Organise small offsites, customer visits, and internal events when needed.

Using AI tools in your work

• Use AI tools every day to:

• Draft and refine emails, notes, and documents.

• Summarise long documents and meetings into clear, short takeaways.

• Create checklists, templates, and simple trackers.

• Look for opportunities to simplify and speed up recurring tasks using AI and better processes.

What We’re Looking For

We care more about how you work than about specific titles or years of experience.

You might be a great fit if:

• You have experience supporting senior leaders (for example as an Executive Assistant, Office Manager, Ops/Project Coordinator, or similar role).

• You have experience in a fast-paced environment such as a startup, consulting, finance, or professional services firm.

• You are very comfortable using AI tools (e.g., ChatGPT, Notion AI, or similar) as a core part of your daily work.

• You have excellent written and verbal communication: you can write clear, concise, professional emails and summaries.

• You are highly organised – you enjoy clean calendars, structured notes, and clear to-do lists.

• You’re strong at time-zone coordination and have managed meetings or projects across multiple regions before.

• You take ownership: when you see something that needs to be done, you take initiative and follow it through.

• You handle confidential information with discretion and good judgment.

• You like working in person, in a high-energy office, with direct access to the people you support.

Nice to have (but not required)

• Experience setting up or improving processes, templates, or simple systems to make operations run more smoothly.

• Comfort working with tools like Notion, Slack, Google Workspace / Microsoft Office, and simple project or task management tools.

Working Model, Compensation & Benefits

• Location: Downtown Vancouver; in-office only (this role is not remote).

• Hours: Full-time. The role requires some flexibility to accommodate meetings and communication across Pacific, Eastern, and European time zones.

• Compensation:

• Base salary of 60,000–80,000 CAD, depending on experience and fit.

Benefits Overview:

• 4 Weeks of PTO

• Medical & Dental Insurance

• Annual Bonus Eligibility

• Paid National Holidays

Why join us?

• Massive impact: Transform how T1 banks handle billions of transactions daily—on a truly open platform.

• High-caliber team: Join a small team of exceptional engineers who value both speed and stability.

• AI-native workspace: Experience an AI-first environment with LLMs integrated into every tool.