Executive Assistant

Stichting Mission on Wheels; Calgary; On-site; CAD 55,000 - 80,000; Full time

Job summary

Stichting Mission on Wheels is looking for an Executive Assistant to the CEO in Calgary, Alberta. This role requires you to manage the CEO's calendar, attend meetings on his behalf, and organize communication to ensure smooth operations.

The ideal candidate will be ultra-organized, proactive, and confident in making judgment calls, with a genuine interest in fitness and modern technology.

Salary range for this position is CAD 55,000 - 80,000 per year, reflecting the dynamic nature of this role in a fast-paced environment.

Qualifications

• 2–5+ years of experience ideally supporting a founder or C-suite leader.
• Strong written and verbal communication skills.
• Experience in a fast-paced, high-growth environment is a plus.

Responsibilities

• Own and protect the CEO's calendar.
• Attend meetings on behalf of the CEO and take notes.
• Manage the CEO's inbox effectively.

Skills

Ultra-organized

Proactive

Confident with judgment calls

Great communicator

Discreet

Adaptable

Fitness-curious

Fun to work with

Innovative and interested in using AI

Education

2–5+ years in an Executive Assistant, Chief of Staff, or senior admin role

Tools

Calendar tools

Project management software

Expense systems

Travel platforms

Job description

About The Role

Our CEO is the Visionary of the company. His job is to live two-to-ten years out in front of the rest of the business — generating new product ideas, leading R&D, building key industry relationships, championing our culture, and setting the strategic direction.

That's where you come in.

We're hiring an Executive Assistant to the CEO who can be the gatekeeper, second brain, and on-the-ground sidekick for someone whose best work happens on prototypes, trade show floors, and big-picture strategy sessions. You'll protect his calendar from operational creep, attend meetings on his behalf so he doesn't have to, and turn the firehose of ideas, requests, and follow-ups into something organized and actionable.

This is not a passive admin role. You'll be making real calls — about what gets on the calendar, what gets escalated, what gets handed back to the Integrator and the leadership team, and what the CEO actually needs to touch personally. We want someone with the judgment to say "he doesn't need to be in that meeting — I'll go and brief him after" and the confidence to make it stick.

What You'll Do

Protect the Calendar (and the Mission)

• Own the CEO's calendar end-to-end — book it, defend it, and ruthlessly protect time for vision, R&D, and key relationships.
• Triage incoming meeting requests. Push back on the ones that don't fit the Visionary seat. Redirect operational asks to the Integrator or the relevant leader.
• Build the rhythm — block time for thinking, prototyping, travel recovery, and strategic work, not just back-to-backs.

Attend Meetings on His Behalf

• Sit in on meetings the CEO doesn't need to attend personally. Take notes, capture decisions and action items, and give him a clean two-minute brief afterward.
• Represent the CEO in cross-functional check-ins where his presence isn't required but his input is.
• Follow up on commitments so things don't slip through the cracks just because he wasn't in the room.

Support R&D and Product Innovation

• Help the CEO run his R&D pipeline — track product ideas, organize prototype reviews, document information for relay, coordinate sample shipments, and keep R&D notes and specs organized.
• Coordinate trade show prep and follow-up: schedules, meetings, swag, samples, debriefs.
• Manage supplier and partner outreach — schedule calls, prep briefing notes, track conversations.
• This is the part where fitness knowledge matters most. You don't need to bench triple-digits, but you should know a barbell from a kettlebell, understand who our customers are, and care about the products we make.

Manage Travel and Logistics

• Plan domestic and international travel — flights, hotels, ground transport, factory visits, trade shows.
• Build full itineraries with meeting prep, addresses, contacts, and contingencies.
• Handle expenses, receipts, and reimbursements without being asked.

Run Communication and Follow-Through

• Manage the CEO's inbox — triage, draft replies, flag what's urgent, and clear the noise.
• Be the bridge between the CEO and the rest of the company. When he has an idea or a question for a department, route it cleanly so it doesn't blow up someone's afternoon.
• Track open loops — commitments made, ideas in flight, people awaiting responses — and keep them moving.
• Proof-read, clarify and update communication, briefs and documents made by the CEO before sending them to the broader organization. Work with recipients to take questions and feedback, get answers, and continuously improve the process and flow.

Anticipate, Don't Just React

• Spot what's coming before it lands on his plate. Pull the data, line up the prep, brief him before the meeting.
• Notice when something's stuck and ask the right question before he has to.
• Build systems — templates, trackers, briefing docs — that make every week run smoother than the last.

Who You Are

• Ultra-organized. You find satisfaction in clean systems, clear handoffs, and zero dropped balls.
• Proactive. You don't wait to be told. You spot the gap and close it.
• Confident with judgment calls. You can say no to a meeting request, push back on a calendar conflict, and decide what the CEO does and doesn't need to see.
• A great communicator. You write clearly, brief concisely, and read the room.
• Discreet. You'll be handling confidential information, strategic plans, financials, and personnel matters. That stays where it belongs.
• Adaptable. Priorities shift weekly. Sometimes daily. You roll with it without losing the thread.
• Fitness-curious. You don't need a PhD in exercise science, but you should be genuinely interested in the strength and fitness world — our products, our customers, and what makes them tick. If you already train, even better.
• Fun to work with. We spend a lot of time together. We'd like to enjoy it.
• Innovative and interested in using AI. If you aren't already using AI, such as ChatGPT or Claude, you are interested in incorporating it into your processes.

What You Bring

• 2–5+ years in an Executive Assistant, Chief of Staff, or senior admin role — ideally supporting a founder or C-suite leader.
• Strong written and verbal communication. Bonus for note-taking and meeting-summary skills.
• Comfort with calendar tools, project management software, expense systems, and travel platforms. Comfort learning new ones.
• Experience in a fast-paced, entrepreneurial, or high-growth environment is a major plus.
• An interest in or active relationship with fitness, strength training, or the gym/sporting goods industry is a significant bonus.

The Pay Range For This Role Is

55,000 - 80,000 CAD per year (Calgary)