Executive Administrative Assistant - Invitation Project

THE PROJECT

We are building a subscription-based coaching platform for relational evangelism. Designed to inspire and equip ordinary Christians to connect with and pray for up to five non-Christians in their sphere of influence, helping them discover Jesus. Everything we create is grounded in Scripture, shaped by grace, and built to honour the journey of every person our users reach. We're a small, passionate team in an early and exciting season of building, and we're looking for someone who wants to be part of something meaningful from the ground up.

THE POSITION

We are looking for an Executive Administrative Assistant who is organized, proactive, and energized by bringing order to a growing organization. This role sits at the center of our operations, supporting our Founder directly on company-building priorities, while also managing the day-to-day administrative needs that keep our team running well.

The candidate will be the person who makes sure things don't fall through the cracks: tracking what needs to happen, following up with the right people, keeping files clean, and turning rough notes into polished documents. 

This is a full-time position based in the Metro Vancouver / Surrey area.

RESPONSIBILITIES

Leadership Team Support

• Provide administrative support to the Founder, Product Manager, and Production Manager — scheduling, correspondence, document preparation, and coordinating with external parties

• Manage calendars and meeting logistics across the leadership team

• Take and distribute meeting notes and summaries

• Track action items and follow-ups on behalf of the team

• Handle administrative tasks that pull leadership away from their core work

Operations & Administration

• Own and maintain digital filing systems across the organization

• Track contractor agreements and ensure all paperwork is complete and properly filed

• Monitor contractor payment schedules and outstanding invoices

• Manage payroll administration through platforms such as Payworks

• Support onboarding and offboarding of team members and contractors

• Maintain a shared calendar of key deadlines: payments, renewals, filings, and deliverables

• Turn rough notes, verbal input, and drafts into polished, ready-to-use documents

QUALIFICATIONS AND SKILLS REQUIRED

• Must be a dedicated Christian and willing to sign a statement of faith

• Willingness to sign a non-disclosure, non-compete agreement. 

• Post-secondary education or equivalent professional experience

• Strong proficiency with Google Workspace (Drive, Docs, Sheets, Calendar, Gmail)

• Experience with (or ability to quickly learn) payroll platforms (e.g., Payworks), project management tools (e.g., Monday.com), and document management systems

• Exceptional attention to detail and follow-through

• Strong written and verbal communication skills; able to draft polished documents and correspondence with minimal direction

• Comfortable managing shifting priorities without losing track of what matters

• Discreet and trustworthy with confidential information

• Self-directed; notices what needs doing and takes initiative without being asked

• Basic bookkeeping knowledge or familiarity with accounting workflows an asset

• Experience in a startup or early-stage organization is an asset

COMPENSATION:

• Salary $60,000 - $65,000 Annually