Executive Assistant

The Mullings Group; Kelowna; Remote; CAD 70,000 - 90,000; Full time

Job summary

The Mullings Group is seeking a talented Senior Executive Assistant to support a dynamic CEO and leadership team. This fully-remote position requires strong organizational skills, communication abilities, and a proactive approach to managing executive operations while ensuring confidentiality.

Qualifications

• 5+ years supporting senior executives in high-growth environments.
• Proven success managing demanding schedules and shifting priorities.
• Strong interpersonal instincts and relationship management.

Responsibilities

• Manage the CEO’s calendar and complex scheduling.
• Coordinate travel and accommodations for the CEO.
• Serve as point of contact for stakeholders and ensure timely responses.

Skills

Organization

Attention to Detail

Communication

Emotional Intelligence

Relationship Management

Tech Savvy

Tools

Microsoft Office Suite

Job description

The Mullings Group Search Canada is seeking an exceptional senior Executive Assistant to partner closely with a dynamic CEO and senior leadership team based in Kelowna, BC. This role isn’t about calendar wrangling alone, it’s about operating as a strategic extension of executive leadership. If you’re a proactive professional who thrives in fast-paced environments, anticipates needs before they’re spoken, and can seamlessly toggle between high-level priorities and detailed execution, we’d love to meet you.

You will be the engine behind operational flow, stakeholder communication, and leadership coordination, ensuring the CEO’s time, focus, and energy are aligned with what matters most.

This is a fully-remote position based out of the Okanagan. A reliable home office will be required as well as the ability to travel locally as needed for errands or on-site meetings. Only candidates living in the Okanagan will be considered.

Responsibilities

Executive & Operational Support

• Manage the CEO’s calendar, prioritize requests, and handle complex scheduling with speed and precision.
• Coordinate travel, accommodations, and detailed itineraries across domestic and international locations.
• Prepare meeting agendas, reports, decks, and briefings, ensuring accuracy and timeliness.
• Oversee logistics for key events including board meetings, leadership off-sites, and industry conferences.
• Support company-wide initiatives and special projects as a trusted executional partner.

Communications & Relationship Management

• Serve as a key point of contact for internal and external stakeholders, partners, clients, and investors.
• Draft and manage high-quality correspondence and ensure timely responses on behalf of the CEO.
• Foster strong working relationships with the team to maintain coordination and knowledge flow.

Project Coordination & Confidentiality

• Track executive action items, manage timelines, and ensure follow-through on decisions.
• Maintain the highest level of confidentiality around strategic, legal, and personnel matters.
• Proactively flag risks, blockers, or opportunities to leadership in a thoughtful, solutions-oriented way.

Qualifications

• 5+ years supporting senior executives, ideally within high-growth, high-accountability environments.
• Proven success managing demanding schedules, tight timelines, and shifting priorities.
• Impeccable organization, attention to detail, and follow-through.
• Strong interpersonal instincts, you build trust easily and manage relationships with diplomacy and discretion.
• Tech savvy: Proficient with Microsoft Office Suite, and other workflow systems.
• Skilled communicator: confident, concise, and clear, both written and verbal.
• A high level of emotional intelligence, self-awareness, and professional maturity.
• Proven experience in a Senior Administrative or Executive Assistant role with the ability to work independently, take initiative, and follow through.
• Brings a positive attitude, upbeat energy, and a “get it done” mindset.
• Extremely organized, fast, reliable and a strong communicator, both written and verbal.
• Discreet, trustworthy, and good under pressure presenting as calm, mature, and emotionally steady, you’re the rock we count on.
• Low ego, high output, calm, clear, and committed.