Executive Assistant

Confidential; Calgary; On-site; CAD 55,000 - 75,000; Full time

Job summary

Confidential in Calgary seeks a highly organized executive assistant to support one to three senior executives, helping streamline operations and boost overall efficiency.

Key duties include calendar and communication management, travel planning, expense reporting, document prep, meeting coordination, and stakeholder liaison with discretion.

Requirements include 2+ years in executive support, strong written/verbal skills, MS Office proficiency, and regular in-office work Tue–Thu.

Qualifications

• Two or more years of executive administrative assistant experience in a professional services environment.
• Ability to work in the office regularly, typically Tuesday–Thursday.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Word, Outlook, PowerPoint, Excel.

Responsibilities

• Calendar & Communication Management: Manage the executive's schedule and serve as the primary contact for communications.
• Expense Reporting: Prepare expense reports and ensure accuracy of client-related expenses.
• Document Preparation & Review: Create client presentations and proposals and produce production work for assignments.
• Meeting Coordination: Arrange virtual meetings, global calls, and travel arrangements; prepare agendas and take minutes.
• Travel Arrangements: Plan and coordinate all travel, including flights and accommodations; prepare itineraries.
• Project Management: Oversee special projects, track progress, and ensure timely completion.
• Stakeholder Relationship Management: Build and maintain relationships with senior executives, board members, and external partners.
• Operational Efficiency: Identify opportunities to improve processes and assist in day-to-day operations.
• Confidential Handling: Manage sensitive information with discretion.

Skills

Calendar management

Expense reporting

Document preparation

Meeting coordination

Travel arrangements

Project management

Stakeholder relationship management

Operational efficiency

Confidential handling

Written and verbal communication

Microsoft Office proficiency

Education

Bachelor's degree (preferred but required)

Tools

Microsoft Office

Job description

Seeking a highly organized and proactive executive assistant to provide administrative support toone to three executives helping streamline operations and improve overall efficiency. Key responsibilities include:

• Calendar & Communication Management: Manage the executive's schedule, ensuring efficient time management and prioritization of meetings. Serve as the primary point of contact for internal and external communications.


• Expense Reporting: Preparing expense reports and ensure accuracy of client-related expenses.


• Document Preparation & Review: Create client presentations and proposals. Prepare all production work associated with executing assignments from start to finish.


• Meeting Coordination: Arrange and coordinate virtual meetings, global calls, and travel arrangements. Prepare agendas, take minutes, and follow up on action items.


• Travel Arrangements: Plan and coordinate all travel arrangements, including booking flights, accommodations, and ground transportation. Prepare detailed itineraries.


• Project Management: Oversee and manage special projects and initiatives. Track progress, prepare status reports, and ensure timely completion of tasks.


• Stakeholder Relationship Management: Build and maintain relationships with key stakeholders, including senior executives, board members, and external partners.


• Operational Efficiency: Identify opportunities to improve operational processes and procedures. Assist in the management of day-to-day operations to enhance overall efficiency.


• Confidential Handling: Manage sensitive and confidential information with discretion and professionalism.

Desired Qualifications

• Two or more years of executive administrative assistant experience in a professional services environment, preferably supporting senior executives.


• Ability to work in the office regularly, typically Tuesday–Thursday.


• Excellent written and verbal communication skills.


• Proficiency in Microsoft applications (Word, Outlook, PowerPoint, Excel).


• Bachelors degree preferred but required.