We are seeking a highly organized and proactive Executive Assistant (5+ years) to support a senior executive within a growing and entrepreneurial organization. This role is primarily focused on executive support, including calendar management, meeting coordination, communications, expenses, and administrative project support (90% CEO – 10% COO&CFO;). The ideal candidate is detail-oriented, resourceful, and thrives in a quick-paced environment where priorities can shift quickly.

You will work closely with leadership teams to optimize productivity, support office operations, coordinate occasional events, and ensure daily activities run smoothly. This position is ideal for a professional Executive Assistant who enjoys creating structure, anticipating needs, and acting as a trusted business partner.

Key Responsibilities

Executive Support (70-80% of the role)

- Manage complex calendars, schedules, and meeting logistics for senior leadership.
- Maintain electronic filing systems and improve document organization.
- Coordinate meetings, prepare materials, and track action items and follow-ups.
- Manage executive correspondence, emails, and administrative priorities.
- Prepare expense reports and maintain organized documentation.
- Support leadership with project coordination, presentations, and business-related administrative activities.
- Provide select personal assistance and executive support as required.

Office Operations & Facilities (10-15% of the role)

- Support day-to-day office operations and serve as a key administrative resource.
- Coordinate office supplies, vendors, and general administrative functions.
- Assist with office initiatives and special projects.
- Help maintain a professional, organized, and welcoming office environment.

Reception & Meeting Support

- Act as the first point of contact for visitors and guests.
- Coordinate meeting rooms, scheduling, and meeting logistics.




- Support leadership meetings and ensure a positive visitor experience.

Events & Client Hospitality

- Assist with planning and coordinating company events, team functions, and special initiatives. (Up to 5 events per year with a maximum of 500 people)
- Coordinate logistics, catering, communications, and related event activities.

Confidentiality & Professionalism

- Handle confidential information with discretion and sound judgment.
- Represent the organization professionally with internal and external stakeholders.

Qualifications

- 5+ years of Executive Assistant experience supporting senior leaders or executives.
- Experience managing complex calendars, executive communications, and administrative priorities.
- Strong proficiency with Microsoft Office; SharePoint experience is considered an asset.
- Excellent organizational skills with strong attention to detail.
- Ability to manage multiple priorities while maintaining a high level of professionalism.

Personality

- Highly organized, proactive, and solutions-oriented.
- Positive, energetic, and eager to contribute.
- Strong communicator with excellent interpersonal skills.
- Professional, approachable, and service-focused.
- Comfortable supporting senior leadership in a fast-paced environment.
- Thrives in a team-oriented, entrepreneurial, and people-first culture.

Work Environment

- 100% on-site role located in Southeast Calgary.
- Growing organization with an entrepreneurial and collaborative culture.
- Supportive leadership team with a strong focus on teamwork and respect.
- Limited overtime expectations and no regular travel requirements.
- Small structure (less than 30 employees)

Compensation & Benefits

- Competitive salary commensurate with experience.
- 3-4 weeks of vacation, depending on experience.
- Comprehensive health and dental benefits.
- No group benefits included
- Opportunity to play a key role within a growing organization and support senior leadership.
- Opportunity for growth.

📌 Executive Assistant (Calgary, SE) - calgary
🏢 Robert Half
📍 Calgary