Executive Assistant

Heavy; Calgary; On-site; CAD 60,000 - 80,000; Full time

Job summary

A Calgary-based creative design-build company is seeking an experienced Executive Assistant to support senior leadership in a fast-paced environment. This role focuses primarily on executive support, including calendar management, meeting coordination, and communication with internal teams. The ideal candidate has 5+ years of relevant experience, strong organizational and communication skills, and a professional demeanor. This position offers a unique opportunity to contribute to a collaborative and innovative team.

Qualifications

• 5+ years of experience in an Executive Assistant, Senior Administrative, or Office Manager role.
• Strong technical proficiency with Microsoft Office and digital collaboration tools.
• High level of professionalism and discretion when handling sensitive information.

Responsibilities

• Act as a trusted partner to senior leadership, helping manage priorities.
• Manage a complex, meeting-heavy executive calendar.
• Plan and coordinate executive travel approximately once per quarter.

Skills

Organizational skills

Communication skills

Time management

Problem-solving

Education

Post-secondary education

Tools

Microsoft Office

Digital collaboration tools

Job description

Heavy is a Calgary-based creative design-build company that specializes in placemaking, public art, and architectural features. Working closely with architects, artists, developers, and contractors, Heavy helps bring bold ideas to life through custom-designed features that transform public spaces and buildings.

Founded in 2003, Heavy has grown into a multidisciplinary team of creatives, designers, fabricators, and project professionals who collaborate to deliver iconic installations and architectural elements. With 1,000+ completed projects, the team combines creative vision with technical expertise to turn complex ideas into memorable, real-world experiences.

From public art and sculptural installations to architectural features and landscape elements, Heavy partners with clients from concept through fabrication and installation to create projects that connect people to the spaces around them.

We are looking for a highly organized and proactive Executive Assistant to support senior leadership in a fast-paced, collaborative environment.

This role will primarily support a senior executive and play a critical role in helping manage priorities, streamline communication, and ensure key initiatives move forward efficiently. The ideal candidate is confident, detail-oriented, and comfortable taking initiative to keep work on track.

This position offers a dynamic blend of responsibilities, with approximately 80% focused on executive support to the founder and 20% dedicated to office coordination and operations.

Our team consists of approximately 50 employees, and we operate in an environment that is highly collaborative, innovative, and constantly evolving.

Key Responsibilities

Executive Support (80%)

You will act as a trusted partner to senior leadership, helping manage priorities and ensuring that important work moves forward efficiently.

Calendar & Schedule Management

• Manage a complex, meeting-heavy executive calendar
• Coordinate internal and external meetings across multiple stakeholders
• Prioritize scheduling requests and manage conflicts
• Act as a gatekeeper for executive time and communications

Meeting Coordination

• Schedule meetings and prepare agendas, presentations, and briefing materials
• Capture meeting notes and track action items
• Follow up with stakeholders to ensure accountability and progress

Communication & Coordination

• Serve as a key liaison between leadership and internal teams
• Communicate updates, requests, and follow-ups on behalf of leadership
• Ensure key priorities and commitments remain visible and organized

Task & Priority Management

• Track open action items, approvals, and commitments
• Maintain visibility on key initiatives and follow up on outstanding tasks
• Proactively identify gaps, risks, or missed steps and elevate when needed

Travel Coordination

• Plan and coordinate executive travel (approximately once per quarter)
• Arrange flights, accommodations, transportation, and itineraries
• Manage travel-related expense reporting

Executive Partnership

• Maintain regular check-ins with leadership to stay aligned on priorities
• Anticipate needs and proactively address administrative and operational requirements
• Support leadership initiatives and operational priorities as needed

Office Operations (20%)

This role also supports the organization and efficiency of the office environment.

Responsibilities include:

• Improving office organization and administrative systems
• Implementing labeling, storage, and workspace organization improvements
• Monitoring and ordering office supplies
• Coordinating with cleaning and facilities service providers
• Identifying opportunities to improve administrative processes and office operations

The goal is to help create an organized, efficient environment that supports the broader team.

What Success Looks Like

The successful candidate will demonstrate:

• The ability to build trust with leadership and team members
• Strong judgment when managing priorities and executive time
• A proactive approach to identifying problems and implementing solutions
• The confidence to follow up and ensure tasks and commitments are completed
• The ability to stay organized and calm in a dynamic environment

Requirements

• 5+ years of experience in an Executive Assistant, Senior Administrative, or Office Manager role
• Post-secondary education is considered an asset
• Strong technical proficiency with Microsoft Office and digital collaboration tools
• Exceptional organizational and time management skills
• Strong communication and interpersonal abilities
• High level of professionalism and discretion when handling sensitive information
• Proven ability to manage multiple priorities in a fast-paced environment
• Strong problem-solving ability and sound judgment