Executive Assistant

Rachel Mah Poy Insurance & Financial Services; Calgary; On-site; CAD 55,000 - 85,000; Full time

Benefits offered by this job

Competitive salary & benefits

Growth opportunities

Team culture

Paid vacation & flex days

Christmas bonus days

Job summary

Rachel Mah Poy Insurance & Financial Services is seeking an organized, proactive Executive Assistant to support the CEO in a fast-growing agency environment. This role goes beyond admin, helping create structure and act as a right-hand partner for growth.

You will manage calendars, travel, and communications, while helping streamline systems and cross-department projects. Come join a high-energy team led by a driven founder in Calgary.

Qualifications

• Previous Executive Assistant, Operations, or Administrative experience required.
• Exceptionally organized with strong attention to detail.
• Professional, polished communicator.
• High emotional intelligence and strong interpersonal skills.
• Able to manage multiple priorities in a fast-moving environment.
• Proactive problem solver who takes initiative.
• Tech-savvy and comfortable learning systems quickly.
• Strong sense of urgency, ownership, and accountability.
• Able to anticipate needs rather than wait for direction.
• Positive attitude with a 'figure it out' mindset.

Responsibilities

• Managing the CEO’s calendar, appointments, meetings, and travel.
• Prioritizing schedules and protecting time effectively.
• Handling inbox management and communications.
• Preparing meeting agendas, notes, and follow-ups.
• Assisting with presentations, reports, and internal communication.
• Supporting personal and business administrative needs when required.
• Helping organize and improve internal systems and workflows.
• Acting as an “integrator” to ensure tasks and projects stay on track.
• Coordinating projects across departments.
• Creating structure, organization, and operational consistency.
• Identifying inefficiencies and helping improve processes.
• Helping the office run smoothly day-to-day.
• Supporting team communication and organization.
• Assisting with onboarding, scheduling, and internal coordination.

Skills

Executive support

Organized

Communication

Emotional intelligence

Proactive problem solving

Multitasking

Tech-savvy

Ownership & accountability

Anticipate needs

Job description

Executive Assistant- Fast-Paced, High-Growth Agency Environment

We are looking for a highly organized, proactive, and personable Executive Assistant to support the CEO of our growing company. This is more than a traditional administrative role, we are looking for someone who can help keep the business running smoothly, create operational structure, and act as a true right-hand support person in a fast-paced entrepreneurial environment.

The ideal candidate thrives on organization, communication, accountability, and solving problems before they happen. You are someone who enjoys bringing order to moving parts, managing priorities, and helping a visionary founder stay focused on growth.

This role is perfect for someone excited about working closely with a driven female founder in a high-energy business where no two days are the same.

What You’ll Be Doing:

Executive Support

• Managing the CEO’s calendar, appointments, meetings, and travel
• Prioritizing schedules and protecting time effectively
• Handling inbox management and communications
• Preparing meeting agendas, notes, and follow-ups
• Assisting with presentations, reports, and internal communication
• Supporting personal and business administrative needs when required

Operations & Systems Support

• Helping organize and improve internal systems and workflows
• Acting as an “integrator” to ensure tasks and projects stay on track
• Following up with team members and holding accountability to deadlines
• Coordinating projects across departments
• Creating structure, organization, and operational consistency
• Identifying inefficiencies and helping improve processes

Office & Team Coordination

• Helping the office run smoothly day-to-day
• Supporting team communication and organization
• Assisting with onboarding, scheduling, and internal coordination
• Maintaining a positive, professional, and high-performance environment

WhatYou'll Need:

• Previous Executive Assistant, Operations, or Administrative experience required
• Exceptionally organized with strong attention to detail
• Professional, polished, and confident communicator
• High emotional intelligence and strong interpersonal skills
• Able to manage multiple priorities in a fast-moving environment
• Proactive problem solver who takes initiative
• Tech savvy and comfortable learning systems quickly
• Strong sense of urgency, ownership, and accountability
• Able to anticipate needs rather than wait for direction
• Positive attitude with a “figure it out” mindset

Bonus Points If You Have:

• Experience supporting a founder or entrepreneur
• Operations or project management experience
• Experience building or improving workflows and systems
• Experience in a high-growth or startup-style environment

Benefits of Working with Us:

• Competitve Salary and Benefit Plan
• Fast-paced environment with opportunity for growth and leadership
• Collaborative and energetic team culture
• Paid Vacation Time & Flex Days
• Christmas Bonus Days

PLEASE NOTE: This is an in office position in Calgary AB - this is not a remote role.