Job Description

Executive Assistant to the CEO

Calgary | Hybrid | Full Time | Permanent Opportunity |

About Our Client

Our client is a well-established, Calgary-based organization in the oil & gas sector, led by an engaged and forward-thinking CEO who sits on two boards and is active in the local business community. The organization values professionalism, discretion and a genuine commitment to doing things well. This is a chance to become the trusted right hand to a senior leader, take real ownership of how the executive office runs, and help shape better ways of working from day one.

Key Responsibilities

As the Executive Assistant, you will be the central point of support for the CEO, keeping a busy schedule organized, commitments on track and priorities moving forward. You will work largely from your home office, with regular in-person time with the CEO in Calgary, and you will have the trust to act independently and suggest improvements.

Executive Administration

- Take an active role in managing the CEO's inbox, responding to meeting requests, flagging priorities and helping clear outstanding items.
- Manage a full calendar, coordinating meetings with internal and external contacts and protecting time for what matters most.
- Track deadlines, open items and follow-ups so nothing falls through the cracks.
- Assist with selected personal administrative matters with care and confidentiality.

Travel Coordination

- Plan and book business and personal travel, including flights, accommodations and itineraries that reflect the CEO's preferences.
- Respond quickly when plans change or travel issues come up, including the occasional situation outside regular hours.

Board and Operations Support

- Help prepare for the CEO's two board commitments, including assembling and organizing board packages and meeting materials.
- Support internal operations meetings by preparing agendas, recording minutes and following up on action items.

Business Operations and Follow-Through





- Coordinate with legal counsel and other external partners to keep projects, permits and open matters moving forward.
- Work with team members across the organization, following up with others to bring tasks and processes across the finish line.

Event Planning and Execution

- Plan and deliver client and corporate events from start to finish, including invitations, guest lists, venue and restaurant coordination and menu selection.
- Work with the graphic designer on invitations, branded materials and promotional items, and provide on-site support at events, including occasional evenings (roughly once per quarter).

Process Improvement

- Bring fresh ideas to how the executive office runs, using current technology and AI tools to find efficiencies.
- Recommend and put in place better systems for organizing information, tracking commitments and communicating with the CEO.

Qualifications

To succeed in this role, candidates should demonstrate:

Education & Experience:

- Post-secondary education in business administration, office administration or a related field.
- Experience supporting a CEO, president or similarly senior executive is preferred. Candidates with somewhat less experience who are eager to grow with the role are also encouraged to apply.
- Experience coordinating events and supporting board activities is an asset.

Technical Skills:

- Strong proficiency with email, calendar and Microsoft Office or Google Workspace tools.
- Comfort with current technology and AI tools, and an interest in using them to work smarter.

Key Competencies:





- Exceptional organization and attention to detail, especially with names, deadlines and follow-up.
- A proactive approach, with the confidence to take ownership, work independently and ask questions promptly when clarification is needed.
- Polished, articulate communication and the presence to represent a leader and brand with professionalism.
- Sound judgment and complete discretion when handling confidential business and personal matters.
- Availability during core business hours, generally 9:00 a.m. to 4:00 p.m., with flexibility for occasional evening events and urgent matters.

What's Offered

- A hybrid role based in Calgary, working primarily from home.
- A fully equipped home office, including a laptop and multiple monitors will be provided.
- Perks through the organization.
- Salary commensurate to experience.
- The opportunity to build a long-term working relationship with a senior leader and make the role your own.

Apply Today

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About Us

Executrade is one of Western Canada's most comprehensive full-service recruitment firms, with over 50 years of expertise in connecting talented professionals with leading organizations.

We are proud to apply principles of diversity, equity, and inclusion in all our recruitment practices, ensuring equal opportunities for all candidates. Our commitment to these values enables us to match organizations with a diverse range of top talent, fostering workplace cultures that thrive on innovation, collaboration, and respect.

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📌 Executive Assistant to the CEO (Calgary)
🏢 Executrade
📍 Calgary