Our client is a Calgary-based innovator in subsurface imaging and analytics, delivering high-resolution seismic solutions for oil & gas, carbon capture, critical minerals, and geothermal projects—with a solid focus on reducing environmental impact through proprietary technology. They are in search of an Office Coordinator/EA to act as a proactive partner to the CEO.

Responsibilities are split between Executive Assistant duties (60–70%) and general office coordination (30–40%). The ideal candidate uses critical thinking to identify operational gaps and propose solutions.

Key Responsibilities

Executive Assistant (50-60%)

- Provide proactive administrative support to keep the CEO organized, prepared, and focused on priorities
- Manage CEO calendar, scheduling, and meeting priorities
- Monitor and organize CEO inbox and communications
- Coordinate meetings, logistics, agendas, notes, and follow-ups
- Prepare and submit expense reports and related documentation

Office Coordination (40–50%)

- Support smooth day-to-day office operations, including organized spaces,



accurate records, and current materials
- Build and maintain inventory of storage room, marketing materials, and office supplies
- Complete financial scanning and filing
- Support general office organization and administration
- Review and update templates as needed

Required Skills & Qualifications

- Absolute Discretion: Proven experience handling sensitive corporate, financial, and personal information with complete confidentiality
- High-Level Communication: Exceptional verbal and written skills; ability to represent the CEO professionally to internal leadership and external partners
- Adaptability: Calm, solution-oriented approach to last-minute changes in travel, scheduling, or priorities
- Detail-Oriented Organization: High precision in managing logistics and financial documentation
- Technical Mastery: Intermediate or higher proficiency in Microsoft Office 365 (Outlook, Teams, Excel, Word)

📌 Office Coordinator / EA (Calgary)
🏢 Executive Solutions
📍 Calgary