Executive Assistant to Co-Founder

About Stone Owl Family Office

Stone Owl Family Office provides strategic financial services tailored for businesses and affluent individuals. Their expertise encompasses corporate tax planning, insurance strategies, and financial structuring, all focused on fostering client wealth growth and protection.

Role Overview

This position is centered on amplifying the productivity of the Co-Founder and Chief Revenue Officer (CRO). Unlike conventional administrative roles, it demands high levels of trust, discretion, judgment, and adaptability. The Executive Assistant (EA) acts as a key execution partner, overseeing priorities, managing schedules, and ensuring timely completion of tasks while maintaining clear boundaries to avoid scope creep.

Key Responsibilities

• Manage the CRO’s calendar, overseeing both professional and personal appointments, and act as a proactive gatekeeper of their time.
• Prepare diligently for meetings, capturing decisions, action items, and following up to ensure commitments remain on track.
• Coordinate travel logistics related to the CRO’s engagements.
• Support communication inbox management and draft responses as trust and understanding develop.
• Transform rough drafts into polished, branded presentations and documents, supporting financial plans and client materials.
• Assist CRO in event preparation including readiness of materials and alignment for seminars and client events.
• Maintain a professional office environment conducive to productivity and client visits.

Success Indicators

• CRO is focused solely on high-impact activities.
• Meeting outcomes are clear with no missed commitments.
• Work momentum is steady without chaos or overload.
• Priorities and work blocks are carefully planned and managed.
• Client-facing materials are meticulously prepared.

Candidate Profile

• Experienced in managing upwards with confidence to balance competing priorities.
• Proficient in maintaining professionalism amidst strong personalities and fast-paced environments.
• Highly organized, adaptive, and proactive in anticipating needs.
• Effective communicator, able to remain calm under pressure.
• Strong sense of ownership with dependable follow-through.

Unsuitable Traits

• Preference for slow, predictable work pace.
• Requirement for continuous guidance or reassurance.
• Reluctance in handling difficult discussions or setting boundaries.
• Discomfort with ambiguity or changes in priorities.
• Interest in purely task-oriented or low-profile administrative work.
• Expectations of personal errands or undefined responsibilities.

Qualifications and Experience

• A minimum of 4 years in an Executive Assistant or equivalent senior administrative/operations role.
• Exceptional judgment, discretion, and organizational skills.
• Proficiency in calendar, email, and task management tools.
• Excellent written and verbal communication.
• Experience with CRM platforms like HubSpot is advantageous but not mandatory.
• Background in professional services, advisory roles, insurance, or family offices is preferred.
• Comfort handling sensitive financial and client information.
• Previous exposure to founder or executive support roles in complex environments.

Compensation and Work Setting

• Annual salary ranges from 85000 to 105000 CAD, aligned with experience and responsibilities.
• Full-time, in-office position based in Vancouver.

Why Join Stone Owl?

Stone Owl fosters a dynamic culture driven by strategic innovation and client-centric solutions. Team members gain exposure to high-level financial strategies and enjoy opportunities for professional growth, leadership roles, and meaningful contributions to clients nationwide.