Executive Assistant To CEO

Luminous Consultings; Calgary; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

A consulting firm seeks an experienced Executive Assistant to support the CEO. The role includes managing complex schedules, international travel, and administrative tasks. The ideal candidate will have 4-7 years of experience in a similar role and excellent communication skills. A salary range of $70,000 – $90,000 CAD is offered, along with the opportunity for growth in a rapidly expanding team.

Benefits

Direct partnership with the CEO

Opportunity to build and scale admin functions

Global exposure across high-impact projects

Qualifications

• 4–7 years in an Executive Assistant or Business Operations role supporting senior leaders.
• Experience working in cross-border or multi-time zone environments.
• Willingness and ability to travel internationally (must have valid passport).

Responsibilities

• Manage complex scheduling, travel, and calendar management for the CEO across time zones.
• Provide executive-level administrative support and confidential documentation handling.
• Identify and improve operational inefficiencies and admin workflows.

Skills

Excellent document creation, writing, and communication skills

Strong financial awareness

Operational thinker

High EQ and discretion

Job description

Executive Assistant - Job Description

Location: Calgary, AB (Hybrid with International Travel Required)

Recruitment Partner: Luminous Consultings

Type: Full-Time | Permanent

Start Date: ASAP

Confidential Search

About the Client

Our client is a fast-scaling Engineering, Procurement & Construction Management (EPCM) firm delivering renewable energy and infrastructure projects across Canada, Kenya, and the Caribbean. With an international footprint and a mission to build sustainable systems globally, the company is entering a critical phase of growth and operational alignment.

Role Overview

We're seeking a highly trusted, high-performing Executive Assistant to support the CEO in managing strategic operations, communication, and travel between Calgary and Nairobi.

This is not a traditional 9–5 support role. The Executive Assistant will be expected to operate as a true right hand supporting high-level coordination, global travel, admin team oversight, and internal processes with full ownership and discretion.

This is a role for someone who doesn't ask "What do you need me to do?" — but sees the gaps, takes charge, and makes the CEO's vision executable.

Key Notes

• Regular international travel required (Calgary Nairobi)
• Flexible work hours required to align with global operations
• Must be comfortable with occasional extended availability beyond office hours

Key Responsibilities

• Manage complex scheduling, travel, and calendar management for the CEO across time zones
• Provide executive-level administrative support and confidential documentation handling
• Prepare and review reports, memos, contracts, and presentations
• Track expenses, handle basic bookkeeping tasks, and coordinate reimbursements
• Support procurement and operations with vendor communication, documentation, and follow-up
• Coordinate and lead onboarding logistics for administrative hires as the team grows
• Identify and improve operational inefficiencies and admin workflows
• Build documentation and systems for consistency and scale
• Serve as a reliable liaison between the CEO and internal / external stakeholders

Ideal Candidate Profile

• 4–7 years in an Executive Assistant or Business Operations role supporting senior leaders
• Strong financial awareness (budgeting, expense tracking, basic bookkeeping)
• Excellent document creation, writing, and communication skills
• Operational thinker — sees processes, gaps, and efficiencies
• High EQ and discretion, with a proven ability to manage up
• Experience working in cross-border or multi-time zone environments
• Background in energy, engineering, construction, or international business is an asset
• Willingness and ability to travel internationally (must have valid passport)

What We Offer

• Direct partnership with a visionary CEO shaping global infrastructure delivery
• Opportunity to build and scale an admin function from scratch
• Global exposure across high-impact projects
• Purpose-driven team in a fast-growth environment
• Salary range : $70,000 – $90,000 CAD (commensurate with experience)
• Travel covered, tools provided, growth expected

How to Apply

This is a confidential search led by Luminous Consulting. If this sounds like the next step in your journey, apply directly or email with your resume and a brief note about why you're a strong fit for this role. Only shortlisted candidates will be contacted.