Executive and Personal Assistant

The Mullings Group; Kelowna; On-site; CAD 70,000 - 90,000; Full time

Job summary

A growing mining exploration company in Kelowna is seeking an experienced Executive and Personal Assistant to support the CEO. This hybrid role involves extensive calendar management, travel coordination, and personal assistance. Ideal candidates will have at least 5 years of experience supporting high-growth environments, with strong organizational skills and emotional intelligence. This position offers a dynamic work environment with significant responsibilities.

Qualifications

• 5+ years supporting a CEO in high-growth mining environments.
• Proven success managing demanding schedules and shifting priorities.
• Impeccable organization and attention to detail.

Responsibilities

• Manage the CEO’s calendars with speed and accuracy.
• Coordinate domestic and international travel logistics.
• Prepare meeting agendas, reports, and presentations.

Skills

Organization skills

Relationship-building

Communication skills

Emotional intelligence

Tech-savvy

Tools

Microsoft Office Suite

Job description

The Mullings Group Search Canada is proud to partner with our client, Tectonic Metals, in the search for a senior-level Executive and Personal Assistant to join their team and support their CEO. This is a dual-role position combining dynamic executive-level business support with personal assistance, ensuring the CEO’s professional and personal affairs are managed efficiently and seamlessly.

As a mining exploration company experiencing exponential growth, this role goes far beyond calendar management; it’s about being the executive’s go-to person, the steady force behind the scenes who ensures everything runs smoothly. If you’re someone who thrives in fast-paced environments, anticipates needs before they’re spoken, and brings grounded energy to every interaction, we want to meet you.

This is a hybrid role based out of Kelowna, BC. Candidates living outside of Greater Kelowna will not be considered at this time.

The Company

Tectonic Metals Inc. is a mineral exploration company created and operated by an experienced and well-respected technical and financial team with a track record of wealth creation for shareholders. Tectonic is focused on the acquisition, exploration, discovery and development of mineral resources from district-scale projects in politically stable jurisdictions that have the potential to host world-class orebodies. Whether at home or at work, the Tectonic team is grounded on the following core values: passion, integrity, patience, focus, perseverance, honesty, fairness, accountability, respect and a play big mindset.

Executive & Operational Support

• Manage the CEO’s calendars with speed and accuracy, prioritizing meetings and commitments across multiple time zones.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, visa requirements, and detailed itineraries, with flexibility for last-minute changes.
• Prepare meeting agendas, reports, presentations, and executive briefings.
• Lead logistics for board meetings, leadership off-sites, and industry events.
• Support company-wide initiatives and special projects as a trusted executional partner.
• Track executive action items, manage timelines, and ensure follow-through.
• Maintain strict confidentiality around strategic, legal, and personnel matters.
• Serve as a key point of contact for internal and external stakeholders, including clients, partners, and investors.
• Draft and manage high-quality correspondence and ensure timely responses.
• Build strong relationships across the organization to maintain coordination and knowledge flow.
• Proactively identify risks, blockers, and opportunities and communicate them thoughtfully.
• Prepare, submit, and reconcile corporate expense reports with accuracy and timeliness.
• Collaborate closely with the CEO’s Chief of Staff to ensure alignment and seamless operations.

Personal Assistance

• Monitor and manage renewal timelines for personal documentation such as driver’s licenses, international visas, and passports.
• Coordinate personal travel and logistics, including family travel, accommodations, and special events.
• Handle personal errands and one-off projects with discretion and confidentiality.
• Manage household-related appointments and services (e.g., maintenance scheduling, deliveries, vendor coordination).
• Assist with personal purchases, gift sourcing, and special occasion planning.
• Maintain records and reminders for personal commitments, memberships, and subscriptions.
• Provide support for philanthropic, community, or board-related engagements.
• Liaise with service providers, legal and financial advisors, and other personal contacts as needed.
• Ensure smooth day-to-day management of personal affairs with a high level of professionalism and care.

What You’ll Bring

• 5+ years supporting a CEO in high-growth, high-accountability environments in the mining industry.
• Proven success managing demanding schedules and shifting priorities.
• Impeccable organization, attention to detail, and follow-through.
• Strong interpersonal instincts and relationship-building skills.
• Tech-savvy: proficient in Microsoft Office Suite and workflow systems.
• Clear, confident communicator – both written and verbal.
• High emotional intelligence, maturity, and professional discretion.
• Positive attitude, upbeat energy, and a “get it done” mindset.
• Calm under pressure, emotionally steady, and highly reliable.