Executive Assistant

Calgary Wild FC; Calgary; On-site; CAD 60,000 - 75,000; Full time

Job summary

Calgary Wild FC in Calgary, AB, seeks an Executive Assistant to provide high-level administrative and operational support to the President & CEO. You will manage the CEO’s calendar, travel, and communications, acting as the central coordinator for scheduling, meetings, and priorities.

You will also coordinate events, board interactions, and executive communications while supporting general administration and office operations in a fast-paced, sports-driven environment.

Qualifications

• Experience supporting senior executives in an Executive Assistant or senior administrative role.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to handle confidential information with professionalism and discretion.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience in professional sports, entertainment, hospitality, or event-driven organizations is considered an asset.

Responsibilities

• Manage calendar and scheduling priorities for the CEO, coordinating meetings and logistics.
• Establish inbox management and triage email communications for the CEO, tracking action items.
• Coordinate travel, events, and executive attendance at league, sponsorship, and industry events.
• Support expense reporting, invoicing, and approvals as required.
• Coordinate office deliveries, supplies, and routine inquiries; maintain executive inventories.

Skills

Executive support

Organizational skills

Communication skills

Discretion

Multitasking

Microsoft Calendar

Confidentiality

Tools

Microsoft Outlook

Job description

Calgary Wild FC is Calgary’s women’s professional soccer club and a proud competitor in the Northern Super League. We are in our second season of competition, committed to delivering thrilling matchday experiences and engaging deeply with our fans and community. As a young organization, we operate in a dynamic start-up environment where collaboration, adaptability, and a hands-on approach are highly valued.

Our team is made up of people who are energized by building something new and motivated by the opportunity to shape how this club develops both on and off the pitch. Working with Calgary Wild FC means contributing to a fast-moving organization where ideas are welcomed, roles are multi-faceted, and every team member has a meaningful impact on our success.

Position Summary

The Executive Assistant provides high-level administrative and operational support to the President & CEO, ensuring day-to-day operations are running efficiently. The Executive Assistant acts as the central coordination point for the President & CEO’s scheduling, communications, travel, events, and administrative priorities, providing additional support to other executive management (C-suite/vice presidents) as required. The Executive Assistant works closely with the Strategic Advisor and reports directly to them.

Key Responsibilities

CEO Meeting and Calendar Management

• Manage calendar and scheduling priorities, resolving scheduling conflicts and proactively managing competing priorities.
• Coordinate internal and external meetings.
• Prepare meeting logistics and supporting materials as required.

CEO Executive Communications

• Establish inbox management system/manage and triage email communications.
• Coordinate staff communications and requests directed to the CEO.
• Track communication-related action items arising from meetings, emails, and stakeholder interactions.
• Proactively remind and follow up with the CEO to ensure responses, approvals, and other communication commitments are completed on time.
• Maintain and update executive contact lists and distribution lists.
• Monitor and manage the Club’s general inquiry inbox.

Events & Logistics

• Coordinate staff appreciation events, gatherings, and holiday functions.
• Coordinate travel arrangements, accommodations, and transportation for executives.
• Coordinate executive attendance at league, sponsorship, and industry events and conferences.
• Coordinate and supply materials for panel discussions, media appearances, speaking engagements, and event requests involving the CEO.
• Manage stadium suite guest lists and executive hospitality requirements.

General Administration

• Support expense reporting and reconciliation.
• Coordinate invoice submissions and approvals as required.

Office Coordination

• Coordinate office deliveries and shipments.
• Support office supply procurement.
• Serve as a point of contact for routine office inquiries and requests.
• Maintain inventory of merchandise for use by CEO and executives.

Qualifications

• Experience supporting senior executives in an Executive Assistant or senior administrative role.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Strong attention to detail and follow-through.
• Strong knowledge of Microsoft calendar and email applications.
• Ability to handle confidential information with professionalism and discretion.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience in professional sports, entertainment, hospitality, or event-driven organizations is considered an asset.

Why Join Us?

• Be part of an exciting and growing professional soccer team
• Gain hands-on experience in sports operations

Calgary Wild FC is an equal opportunity employer. We celebrate diversity and are committed to fostering an inclusive workplace for all employees.