CMG is seeking an experienced Executive Assistant to the CEO of a public company. This is a full-time position, 5 days in the office role providing high-level administrative support, ensuring smooth operations and effective time management for the CEO. This role involves managing schedules, coordinating meetings, handling confidential communications, preparing reports, and liaising with key stakeholders, both internally and externally. The Executive Assistant also plays a critical role in supporting strategic initiatives, organizing travel, and often acting as a gatekeeper.
Key Accountabilities
- Manage the CEO's business and personal schedules, coordinating appointments, meetings, and evening/weekend engagements. Ensure all relevant materials are prepared in advance for review.
- Oversee all business and personal travel arrangements for the CEO, handling bookings, itineraries, and necessary follow-ups. Monitor flight status to ensure appropriate alternatives are arranged and coordinated.
- Act as the main point of contact between the CEO and internal teams, ensuring smooth communication and coordination across the office.
- Screen and manage incoming calls for the CEO, scheduling callbacks or follow-ups when required.
- Organize and prepare documents for meetings, including drafting agendas, recording minutes, and following up on action items.
- Take initiative to make decisions and handle logistical tasks, such as scheduling appointments and managing travel, without needing prior direction.
- Assist in planning and coordinating company and client events, overseeing logistics and ensuring smooth execution.
- Track and manage deadlines for all project submissions, and internal meetings pre-reads, including 1-2-1 workflows, maintaining a system to monitor progress and follow-up tasks.
- Review and check expense claims for CEO and his direct reports ensuring that all necessary documentation and receipts are attached, but most importantly making sure full compliance with the Expense policy.
- Maintain organized records of all correspondence related to the CEO's office, ensuring ease of access for review.
- Facilitate communication with clients, suppliers, and consultants by arranging meals, meetings, and other interactions on the CEO's behalf.
- Perform any additional executive or personal assistant tasks as required to support the CEO's daily operations, including but not limited to scheduling car maintenance, dry cleaning, family vacation bookings.
Note: This description reflects the general nature of the role. It’s not a complete list of responsibilities—we believe in flexibility, initiative, and growing together.
Knowledge & Skills
- College diploma in administrative studies, with a minimum of five years of experience in a senior administrative role within a corporate environment, preferably, professional services.
- Exceptional written and verbal communication skills.
- Positive attitude, highly reliable, and consistently takes ownership of tasks and responsibilities.
- Strong proficiency in Google Suite, Microsoft Office, and experience with Salesforce and Expensify are advantages.
- Skilled in designing and preparing presentations with attention to detail and clarity.
- Ability to think proactively, take initiative, and work collaboratively as a team player.
- Excellent organizational skills with a strong focus on detail and accuracy.
- Demonstrated ability to maintain confidentiality and handle sensitive matters with discretion.
- Self-starter with the ability to work independently and make decisions while exercising extreme ownership of assigned tasks.
- Willingness to learn and contribute ideas for process improvement, with a natural curiosity to explore better ways of doing things.
- Humble and open to feedback, always striving for personal and professional growth.
- Professional demeanor with a strong focus on customer service and excellent telephone manner.
- Experience in event planning and project management is a plus.
Special Requirements
This is a 5 days in the office role, Monday to Friday – 8am-5pm.
Location
Calgary Office, University District
CMG’s total rewards program includes:
- A competitive salary
- A performance-based bonus program
- Learning and development opportunities
- Non matching RRSP contributions
- Top of the line medical and dental benefits including a health spending account
- 20 days of vacation per year plus flex days
- Choice of transit pass or underground parking
- On-site gym
- Car wash
- Cafeteria and complimentary barista style coffee and more
No need to call us about the status of your application. We promise—we’re reviewing every submission, and if your skills are a match, you’ll hear from us!
We kindly request that external recruiters and agencies refrain from submitting unsolicited resumes or candidate profiles. Submissions without a signed agreement in place will not be considered and will become the property of CMG.
About Us
Innovators in Simulation Technology
CMG (TSX:CMG) is a global software and consulting company that combines science and technology with deep industry expertise to solve complex subsurface and surface challenges for the new energy industry around the world. CMG is headquartered in Calgary, AB, with offices in Houston, London, Dubai, Bogota, Rio de Janeiro, Bengaluru, and Kuala Lumpur. For more information, please visit https://www.cmgl.ca