Executive Assistant - Vancouver - Ideon Technologies Inc.

Description

Talent & Customer Experience Full Time Richmond, BC $90,000 - $120,000 CAD per year

Founded and based in Richmond, BC, Ideon Technologies uses the energy from supernova explosions in space to image deep beneath the Earth's surface. The world pioneer in cosmic-ray muon tomography, Ideon has developed the REVEAL Subsurface Intelligence Platform, comprising an advanced suite of proprietary data-generation hardware, software, AI-powered services, and multi-physics fusion that provide x‑ray‑like visibility deep underground and unlock the exponential power of integrated spatial data.

By transforming muon data into reliable 3D density maps, Ideon helps geologists identify, map, characterize, and monitor mineral deposits with confidence. This reduces risk and cost of traditional methods, while saving time, optimizing return, and minimizing environmental impact across the mining value chain. In turn, this is helping accelerate the world's transition to low‑impact mining and transform how companies recover the critical minerals required to power the global shift to clean energy – improving peoples' lives and enhancing economic prosperity.

We are a dynamic tech scale‑up of nearly 70 employees. We are a team that is entrepreneurial by nature and focused on doing things right to deliver great customer outcomes. And we are committed to seeking out the best brains and the most exceptional humans, wherever they come from and however they happen to be packaged.

The Role

We are seeking an Executive Assistant to play a key role in providing proactive strategic and administrative support to our executive leadership team. This role ensures our executive team operates at peak effectiveness during a period of rapid global growth — reducing noise, increasing clarity, and enabling leaders to focus on the highest‑value interactions and decisions.

You will report directly to the Chief Experience Officer (CXO) and support an executive leadership team (ELT) comprised of six leaders overseeing all aspects of Ideon's business, including product development, operations, go‑to‑market, corporate development, finance, and customer and employee experience.

You thrive in a fast‑paced and dynamic setting, balancing multiple priorities with confidence, and operating as a trusted partner—helping to unlock full potential and ensure focus and efficiency of our executive team, and the wider business. You are a generalist who can see what needs to get done, how it can be done, execute what's required with ownership, deftness, and precision.

Your impact will be felt in increased leadership cohesion (and therefore less opportunity for friction), increased execution velocity, and consistently clear, professional interactions across all stakeholders. As Ideon scales globally, this role will be essential to maintaining discipline, alignment, and operational excellence across the executive team.

You will drive Ideon's objectives forward by focusing on the following activities:

• Manage dynamic and complex calendars, meetings, and email for ELT members.
• Support ELT decision‑making and effectiveness by gathering information, preparing meeting materials, and tracking key deliverables.
• Monitor and prioritize incoming communications to ensure timely follow‑up and response.
• Coordinate leadership and board meetings, including agenda prep, tracking and following up on action items, logistics (i.e. invites, refreshments); drive the advance collection and distribution of materials with ample time for prep.
• Arrange ELT travel for meetings and conferences (i.e. flights, hotels, transfers), ensuring responsible and efficient use of company resources while also adhering to business continuity protocols.
• Serve as the first point of contact for ELT‑related internal and external stakeholders, maintaining professionalism and confidentiality.
• Manage ELT expense reconciliation, invoices, and purchasing requests.
• Maintain highly organized and efficient systems for document and information management.
• Prepare, proofread, and manage correspondence, presentations, and reports with accuracy and professionalism.
• Ensure adequate ELT coverage, including rotation of authority, vacation oversight, and maintaining the ELT out‑of‑office calendar.
• Support ELT timekeeping and government funding claims (in partnership with finance).
• Support select office operations, ensuring a welcoming and orderly environment; manage office supplies and inventory (i.e. business licensing, mail pick‑up, stationery, meeting rooms, snacks, coffee, catering, plants).
• In partnership with other teammates, champion "Sweep the Shed" initiatives to maintain office pride and polish (i.e. awards wall, guest‑ready spaces, touch‑ups, and coordinated cleanings).
• Support select projects, off‑sites, and events; source and secure venues and transportation.

Success in the role looks like:

• You are a trusted partner who strengthens the effectiveness and focus of each ELT member.
• ELT members operate with greater focus and cohesion, supported by clear priorities and disciplined workflows.
• Decisions move faster because meetings, materials, and follow‑ups are consistently well‑prepared and tightly executed.
• Internal and external stakeholders experience professionalism, responsiveness, and clarity in every interaction.
• Executive time is allocated to the highest‑value activities, improving overall leadership productivity and ensuring that key decisions impacting the business are not bottlenecked.
• Executive operations run predictably, seamlessly, and to a consistently high standard.

Priorities in the first 3 months will include:

• Assess and implement improvements to ELT operating and governance rhythms (cadence, agendas, action tracking).
• Increase ELT capacity by immediately taking ownership of calendaring, travel, and expense management.
• Build relationships and uncover each ELT member's individual work and personal styles; build trust with team members across Ideon.
• Facilitate and deftly manage reasonable 1:1 access between employees and ELT, allocating time effectively while maintaining our close‑knit, open culture. Ensure that employees submit required materials in advance as preparation for those 1:1s.

Qualifications

Must-haves – You'll need the following to move forward in the hiring process (and be successful in the role).

• 8+ years of progressive experience supporting senior leaders.
• Experience supporting multiple executives simultaneously.
• Strong organizational skills, meticulous attention to detail, and the ability to anticipate needs without direction.
• Proven ability to manage competing priorities and adapt to shifting demands.
• High degree of discretion, integrity, and professionalism in handling confidential information.
• Executive presence with exceptional judgment, influencing effectively without authority.
• Well-rounded, resourceful, and proactive.
• Comfortable adapting to and communicating with a wide range of personalities, from junior to senior individuals.
• Diploma or degree in business administration or a related field, or an equivalent combination of training and experience.
• Proficient in Microsoft Office and open to learning new technology tools.
• Well-developed communication skills in English at a fluent or professional level; able to be assertive and respectful.
• Legally able and currently documented to work full time hours in Canada.

Nice-to-haves – While it would be nice if you had some of the below, we're happy to train, coach and share our experience.

• Experience in a scaling technology company.
• Knowledge of and/or experience in project management and/or finance.

We also look for the following from all new Ideon team members:

• Experience or excitement for working in a tech scale‑up; happy to wear a few hats and learn on the fly.
• An ambitious, can‑do attitude; you get that we're doing challenging work and are excited to dive in.
• Enthusiastic and confident to take initiative and be adaptable in an agile, fast‑paced environment.
• Solid teamwork skills; you're accountable to yourself and your team and will jump in to help where you can.
• Creative solutioning mindset with great problem‑solving skills.
• Insatiable curiosity paired with a drive to deliver.
• Able to work well under pressure and to meet committed deadlines.
• Great interpersonal skills; able to build relationships with colleagues, customers, and external stakeholders.
• Able to contribute something "extra" to our culture beyond the work that you do, like wowing people with your home‑baked goods, sharing improv comedy skills, or organizing sports games.

More Details

Location: Our office is located at # Viking Way, just off the No. 6 Road exit on the east‑west connector in Richmond, BC, Canada. Lots of free parking is available and a bus stop is one block away.

This is a largely in‑office role, with some flexibility for hybrid work to be discussed.

Hours of work: 8 hrs/day, M‑F. Typical working hours are 9AM‑5PM-ish pacific time; some employees shift slightly earlier or later based on business and personal needs. As Ideon is a high technology company, you may be asked to be flexible with your hours due to business requirements.

Travel: Occasional travel may be required to support leadership off‑sites, board meetings, or strategic events. A valid passport and ability to travel internationally are an asset.

What We Offer

Salary: The annual salary range for this role, in Canadian dollars, is $90,000 - $120,000. Early equity option allocations upon hire plus the opportunity to earn performance‑based option allocations annually are also highlights of our total rewards package.

• An opportunity to work with a dynamic tech scale‑up. You will contribute to advancing a ground‑breaking solution that generates significant economic and environmental benefit.
• Tuition support ($2500/year).
• Extended health and dental benefits, employee assistance program, and health/personal spending accounts to cover things that may not fall into other categories (i.e. exercise classes, transit, daycare, pet insurance).
• Minimum 3 weeks paid time off to start, including an annual paid closure between the Christmas and New Year's stat holidays.
• 5 paid sick days + other leaves per employment standards legislation.
• For hybrid roles, 2 weeks/year work‑from‑almost‑anywhere.
• Parental leave top‑up.
• Employee referral bonus.
• Casual dress – we like our jeans and hoodies (but if a prom dress makes you happy, go for it).
• Free parking & tasty snacks at the office
• While we work hard, we also sprinkle social events and learning opportunities into our days (in person and virtually).

Ideon's salary ranges are determined by role and level and are benchmarked against companies of similar size and stage in the Vancouver, BC, Canada market. The range reflects the minimum and maximum new employee salary. It is not typical for a new employee to be hired at the top of the range; as experienced as someone may be they likely won't have the directly related experience unique to working at Ideon. In exceptional circumstances, though, where a person has the knowledge, skills, and experience to exceed those needed for the position, we may consider compensating at the top of the range. In the application process you will be asked to provide your salary expectations.

How to Apply, Accommodation Requests, and Hiring Process

Optional cover letters help us learn more about you beyond what's on your resumé (i.e. what you're looking for, role or industry shifts, chocolate or vanilla, cats or dogs, etc.). Also – please submit your documents as PDF files (they display the best).

We aim to provide an approachable and accessible hiring process for every candidate. If there are accommodations our team can make so you can show up as the best self, please let us know in your application.

Once you have submitted your application (via Collage), you will receive a confirmation email outlining what to expect during the hiring process.

#J-18808-Ljbffr