Executive Wingman / Personal Assistant
Estoras Group
Location: Sunshine Coast / Greater Vancouver, BC
Type: Full-time employment or consulting arrangement
Travel: Significant, including up to approximately 75% during parts of the racing season
About the Role
Estoras Group is looking for a highly capable, resourceful and hands-on Executive Wingman / Personal Assistant to become a trusted right hand to executive leadership across business, travel, logistics, personal support and motorsports.
This is not a conventional executive assistant role.
The person we are looking for has real-world experience, strong judgment and the confidence to step into a fast-moving environment where priorities can change quickly.
One day you may be helping prepare for a client meeting, coordinating travel, researching a supplier or handling recruitment logistics. The next, you may be taking a vehicle for service, arranging an executive pickup, helping coordinate a property issue or travelling with our racing team.
The common thread is simple:
Understand what needs to happen, take ownership, and make sure it gets done properly.
You will work closely with executive leadership and Managing Directors across multiple businesses. The role offers significant variety, direct exposure to business decision-making and the opportunity to grow into a highly trusted position.
What You’ll Do
Executive & Business Support
You will support executive leadership and Managing Directors across several businesses.
Responsibilities may include:
- Managing calendars, appointments and changing priorities
- Preparing meeting materials, briefing notes and follow-up actions
- Drafting correspondence and handling routine communications
- Attending selected business and client meetings
- Tracking commitments, decisions and outstanding actions
- Researching suppliers, products, venues and business opportunities
- Coordinating purchases, deliveries and service providers
- Helping solve practical business and operational problems
- Supporting multiple companies and learning how each operates
- Acting as a central point of contact when appropriate
Recruitment & Onboarding
You will support hiring and onboarding activities across the group, including:
- Preparing and posting approved job opportunities
- Reviewing applications against defined requirements
- Coordinating interviews
- Supporting candidate screening and reference checks
- Preparing onboarding plans
- Coordinating equipment, documentation and system access
- Helping new team members understand the companies and how they work together
- Maintaining organized employee and contractor records
Technology & Systems
Technology is an important part of how we operate.
You should be comfortable learning and using tools such as:
- Zoho One
- AI assistants
- Automation tools
- Business applications
- AI-enabled wearable technology
Over time, the role may expand into deeper Zoho One administration, reporting, workflows, automation and user support.
You do not need to be a technologist, but you should be digitally confident and genuinely interested in using technology to improve how work gets done.
Travel, Events & Logistics
You will help coordinate the details behind executive, business and motorsport activities.
This may include:
- Flights and accommodation
- Ground transportation
- Restaurants and reservations
- Business meetings
- Team events and retreats
- Client dinners
- Shipping and deliveries
- Equipment movements
- Last-minute changes and travel disruptions
You should be comfortable making complicated logistics feel organized and manageable.
Executive Lifestyle & Personal Support
The role also includes practical personal support for executive leadership.
This may include:
- Running errands and completing pickups
- Coordinating personal appointments and reservations
- Arranging household or property services
- Handling deliveries and returns
- Coordinating vehicle servicing and cleaning
- Helping prepare for guests or personal events
- Supporting day-to-day personal logistics where needed
The expectation is not simply to arrange things, but to make sure they actually get completed.
Driving & Vehicles
Driving is an important part of the position.
You must:
- Be at least 21 years old
- Hold a valid driver’s licence
- Have a safe driving record
- Be comfortable driving in busy city traffic
- Have experience driving larger sedans and executive/luxury vehicles
- Be comfortable with airport pickups, downtown driving and tight parking
- Be willing to learn the operation and care requirements of company vehicles
For day-to-day errands, you may use your own vehicle where appropriate.
When transporting executives, guests or other people on behalf of the group, a company vehicle will be provided.
Experience with trucks and trailers is helpful but not mandatory.
EDX Racing & Motorsport Support
Motorsports are a major part of this position.
During the racing season, you will support EDX Racing and may travel extensively between events.
Travel may reach approximately 75% during the summer racing period.
Race weekends can involve:
- Early starts
- Late finishes
- Thursday-to-Monday travel
- Multiple consecutive weekends away
- Fast-moving schedules
- Physical setup and pack-down
Responsibilities may include:
- Preparing equipment and supplies
- Packing and loading
- Track setup and pack-down
- Parts and supply runs
- Team logistics
- Travel and hotel coordination
- Sponsor and guest hospitality
- Equipment organization
- Supporting vehicle and trailer logistics
- Helping solve unexpected race-weekend problems
Previous race-team experience is not required, but a genuine interest in motorsports is important.
A valid passport is required, as travel may include the United States.
Requirements
What We’re Looking For
This role is best suited to someone with real-world professional experience, strong common sense and the maturity to operate around executives, clients, confidential information and changing priorities.
You should bring:
- Strong personal integrity and discretion
- Excellent follow-through
- Good practical judgment
- Strong organization
- Clear written and verbal communication
- Confidence dealing with executives, suppliers and service providers
- Comfort solving problems independently
- Professional presence
- Digital confidence
- Interest in AI, automation and emerging technology
- Safe and confident driving
- Comfort with practical and physical work
- Flexibility with schedule and travel
- Genuine interest in motor sports
- Ability to handle confidential personal and business information appropriately
Experience in any of the following would be valuable:
- Executive or personal assistance
- Operations
- Hospitality
- Event coordination
- Recruitment
- Automotive
- Travel
- Logistics
- Property management
- Technology
- Motor sport
Schedule & Availability
This is not a traditional 9-to-5 role.
Most days will be more typical, but executive schedules can include:
- Early mornings
- Evening meetings
