HR, Legal, Administration and Finance Support

About the Role

The CEO of METI Group leads a portfolio of technology, engineering and education companies headquartered in Calgary, with operations in MENA and Europe. We are looking for an experienced, highly organized Executive Assistant to act as the CEO's right hand across four areas: human resources, legal and contracts, administration, and finance.

This is a hybrid position based in Calgary: you will work alongside the CEO in person at the office, with flexibility to work from home on agreed days. You will be the person who keeps the CEO's commitments on track, prepares the paperwork before it is needed, follows up so nothing falls through the cracks, and protects the CEO's time for the decisions only the CEO can make. It suits someone who is discreet, proactive, comfortable with numbers and documents, and who takes ownership of the outcome rather than waiting to be asked.

Key Responsibilities

1. Executive Support and Calendar Management

- Manage the CEO's calendar across Canadian, MENA and European time zones, including scheduling, rescheduling and protecting focus time.
- Triage the CEO's inboxes daily: flag what is urgent, draft replies for review, and route items to the right team member.
- Prepare briefing notes, agendas and background material ahead of meetings; take minutes and track action items to completion.
- Maintain a running list of open commitments and follow up with internal teams, clients and partners on deliverables and deadlines.
- Coordinate travel, visas, accommodation and itineraries for business trips.
- Draft correspondence, letters, presentations and short reports to a professional standard in English.

2.



Human Resources

- Coordinate recruitment end to end: draft and post job descriptions, screen applications against agreed criteria, schedule interviews, and manage candidate communication.
- Prepare offer letters, employment and contractor agreements from approved templates, and route them for review and signature.
- Run onboarding and offboarding checklists, including accounts, documents, equipment and introductions.
- Maintain accurate personnel files, contract records, leave and attendance tracking across the group's entities.
- Support performance review cycles, KPI tracking and HR policy updates; keep the employee handbook and HR templates current.
- Coordinate paperwork for research and talent programs (for example, university partnerships and funded fellowships).

3. Legal and Contract Administration

- Maintain a central contract register covering clients, suppliers, partners, NDAs and MOUs, with key dates, renewal and termination notice deadlines, and obligations.
- Prepare first drafts of standard documents (NDAs, MOUs, service agreements, letters) from approved templates for the CEO's or counsel's review.
- Coordinate with external lawyers in Canada and MENA: brief them, track their work, and keep matter files organized.




- Manage e-signature workflows and ensure executed copies are filed and distributed.
- Maintain corporate records for the group's entities, including minute books, resolutions, registrations and annual filing reminders.
- Organize correspondence and supporting documents for any commercial disputes or claims.

This role supports legal work; it does not provide legal advice. Legal judgments remain with the CEO and qualified counsel.

4. Finance and Accounting Support

- Collect, code and upload receipts and bills (Dext), and support bookkeeping in QuickBooks Online.
- Prepare client invoices, track accounts receivable, and follow up on overdue payments.
- Prepare supplier payments and expense claims for the CEO's approval.
- Support month-end close and reconciliations, and coordinate with the external accountant on year-end, GST/HST and payroll inputs.
- Track budgets, cash flow and recurring commitments, and prepare easy monthly summaries for the CEO.
- Compile documentation and claims for government and research funding programs (for example, NRC IRAP and Mitacs), and track reporting deadlines.

5. Administration and Operations

- Organize and maintain the shared document system (Microsoft 365 / SharePoint and Google Drive) with clear structure, naming and access control.
- Maintain company templates, letterheads, profiles and standard proposal material.
- Manage software subscriptions, vendor relationships and administrative renewals.
- Prepare board, investor and partner materials, and keep a calendar of recurring statutory and operational deadlines.
- Take on ad hoc projects and special assignments as directed by the CEO.

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