The Executive Administrator provides high-level administrative and operational support and ensures day-to-day priorities and operations run smoothly and efficiently. This role requires a highly organized, proactive professional who can manage multiple priorities, coordinate internal and external engagements, and anticipate needs while maintaining a high level of discretion, accuracy, and attention to detail.

Essential Functions

Executive Calendar & Priority Management

- Manage complex calendars, including scheduling meetings, interviews, and external engagements.
- Coordinate and prioritize appointments to align with organizational priorities.
- Provide daily calendar management and adjust schedules as needed.
- Coordinate logistics for meetings, travel, and external commitments.

Executive Leadership & Committee Meetings

- Coordinate Executive Leadership and Investment Committee meetings.
- Manage calendars and scheduling for leadership participants.
- Circulate pre-reads and meeting materials in advance.
- Record and distribute meeting minutes.
- Provide additional administrative support as required.

Divisional Meeting Administration

- Coordinate scheduling, meeting rooms, catering, and travel arrangements.
- Collect and distribute required meeting documentation.
- Record meeting minutes and support follow-up actions.
- Provide additional administrative support as required.

External Events & Engagements

- Assist with planning and coordination of external events.
- Manage event logistics, schedules, travel arrangements, and required materials.
- Coordinate with internal teams and external partners to ensure seamless participation.





Travel & Logistics Coordination

- Arrange detailed travel itineraries, accommodations, and transportation.
- Coordinate schedules and logistics related to travel commitments.
- Assist with select personal scheduling and logístical coordination related to travel when required.

Administrative Operations

- Process documentation, payments, and coordination with external consultants.
- Provide general administrative support as requested.
- Provide backup support for reception duties when required.
- Perform other related duties as assigned.

Office & Administrative Operations Support

- Maintain overall office organization, cleanliness, and functionality to ensure a professional and effective work workplace
- Monitor, order, and restock office supplies, kitchen items, and equipment as needed while managing vendor relationships
- Coordinate office maintenance, repairs, and service appointments with building management and external providers
- Oversee mail distribution, shipping/receiving, and document handling processes
- Support onboarding logistics, including workspace setup, supplies, and coordination with IT or facilities
- Assist with planning and execution of internal meetings, events, and team activities
- Track office-related expenses and support budget management and reporting

Essential Skills and Competencies

- Exceptional organizational and time-management skills.
- Ability to manage multiple priorities with strong attention to detail.
- High level of discretion and professionalism when handling confidential information.
- Strong communication and coordination skills.

📌 Executive Administrator (Calgary)
🏢 Rohit Group
📍 Calgary