Location: Hybrid in Calgary, AB (Preferred) or Remote within Canada

Hours: Full-time

Term: Contract

Salary: $65,000 - $80,000 (Placement within this range reflects relevant experience in executive support and multi-project coordination)

The Opportunity

We are looking for a highly organized Executive Assistant & Operations Coordinator to serve as the logistical backbone for our executive team and client launches. In this role, you will juggle complex calendars, navigate multiple time zones, and steer up to 10 concurrent client projects. You will ensure client relationships remain seamless and operational processes stay strictly on track through proactive communication, documentation, and prioritization.

This is a fixed-term contract position (initial term expected to be approximately 6 months, exact length to be confirmed), with a explicit path to permanent, full-time employment based on performance."

Work Schedule & Availability

- Core Hours: A consistent daily commitment of 8 hours: 6 hours of core, synchronous availability (9:30 -12:00 PM and 1:30-5:00 PM) for meetings, calls, and live coordination, plus 2 hours of flex time for independent work (documentation, prep, follow-ups), which you can schedule earlier, later, or in between, based on that day's priorities.
- North American Alignment: Core hours must fall within standard North American daytime, within PST, MST, CST, or EST.
- Efficiency: You are disciplined at managing your own time to ensure all daily tasks, project tracking, and follow-ups are completed effectively.

Key Responsibilities

Your primary mission is to safeguard the team’s time,



ensure all operations proceed as planned, and maintain impeccably up-to-date calendars free of redundancies.

- Concurrent Project Coordination: Coordinate up to 10 client launch projects simultaneously at various phases of development. Exercise sound judgment to prioritize tasks, monitor project status, and proactively follow up to ensure all stakeholders stay on track.
- SOP Governance & Escalation: Act as the guardian of our standard operating procedures for client launches. Ensure every step owner completes their deliverables, and necessary alignment calls occur. If a project goes off track or steps are skipped, you will jump in, flag potential issues, and escalate them immediately while keeping the SOPs up to date.
- Complex Calendar Management: Proactively manage executive calendars to prevent overlaps. Diplomatically resolve and communicate double-bookings.
- Multi-Stakeholder Coordination: Lead the "scheduling dance" for large meetings involving 6-7 stakeholders across various organizations and time zones.
- Tenacious Follow-up: You won’t just send an invite and hope for the best. You will be responsible for tracking RSVPs and following up with internal and external participants to ensure 100% attendance confirmation.
- Routine Meeting Governance:



We have many recurring client touchpoints. You will manage these routine cycles, ensuring they are documented, booked well in advance, and adjusted as project needs evolve.
- Documentation & Process: Maintain clear records of meeting cadences, stakeholder contact preferences, and scheduling status updates.

Who You Are

- The "Time Zone Ninja": You instinctively know the difference between PST, MST, CST, and EST without needing to Google it every time.
- Hyper-Organized: You likely have a system for your systems. You can assess competing demands across 10 projects and prioritize what needs immediate attention.
- Proactive Communicator: You don't wait for a double-booking or a derailed launch to become a crisis. You see bottlenecks coming three days away and course-correct or escalate before anyone else notices - and no one on the team ever has to chase you for a status update.

Requirements

- Tool Proficiency: Fully comfortable and experienced in managing meetings, invites, and shared calendars within both Google Workspace and Microsoft Outlook/Teams.
- Digital Documentation: Experience using digital tools (preferably Google Sheets) to track multi-phase projects, meeting status updates, and stakeholder details.
- Communication: Exceptional written English skills, capable of holding internal team members accountable diplomatically but firmly.
- Proactive Updates: A demonstrated habit of surfacing status updates and flagging risks unprompted - this role requires someone leadership never has to follow up with to find out where things stand.

📌 Executive Assistant & Operations Coordinator - OpenHouse.ai (Calgary)
🏢 OpenHouse.ai
📍 Calgary