Executive Assistant to the CDO

Alberta Machine Intelligence Institute (Amii); Edmonton; On-site; CAD 90,000 - 120,000; Full time

Benefits offered by this job

Competitive compensation

Paid time off

Flexible health benefits

Downtown Edmonton office

Job summary

Amii in Edmonton is seeking an Executive Assistant to the Chief Deliver Officer (CDO) who can streamline the office of the CDO and act as a strategic partner to the Delivery team. You’ll manage the CDO’s calendar, communications, travel, and critical initiatives, enabling leadership to focus on priority outcomes.

The role requires 5+ years supporting C-level executives, a relevant degree, superb written and verbal communication, and the ability to coordinate across startups, academia, and

Qualifications

• 5+ years of experience supporting C-level executives.
• Strong calendar management and travel coordination.
• Excellent written and verbal communication.

Responsibilities

• Manages the CDO’s calendar, ensuring optimal scheduling and prioritization of commitments.
• Handles the CDO’s communications, including drafting correspondence and managing email inboxes.
• Organizes comprehensive travel arrangements and expense reporting for seamless trips.
• Ensures the CDO is well-prepared for meetings by providing documents in advance.
• Acts as a liaison between the CDO and stakeholders to align on priorities.
• Drafts and edits correspondence, presentations, and reports for the CDO.

Skills

Executive support

Calendar management

Stakeholder management

Travel coordination

Communication

Cross-functional collaboration

French language

Education

Bachelor's degree in Business Administration / related field

Tools

Google Workspace

Slack

Atlassian

Job description

"We're on an incredible mission at Amii to translate world-class AI research into real-world impact, and doing that while preserving our deeply collaborative, people-first culture takes intentionality. As my Executive Assistant, you're not only managing a dynamic administrative workload; you are a strategic co-pilot and support to an entire Delivery team. I'm looking for a true partner who thrives in the momentum of a growing team, loves building systems out of ambiguity, and is ready to make a tangible impact on how we work and what we achieve together."

About Amii

Alberta Machine Intelligence Institute (Amii) is one of Canada’s three main institutes for artificial intelligence (AI) and machine learning, our world-renowned researchers drive fundamental and applied research at the University of Alberta (and other academic institutions), training some of the world’s top scientific talent. Our cross-functional teams work collaboratively with Alberta-based businesses and organizations to build AI capacity and translate scientific advancement into industry adoption and economic impact.

About the Role

The Executive Assistant (EA) to the Chief Deliver Officer (CDO) plays a pivotal role in ensuring the CDO’s office runs smoothly and effectively by providing high-level administrative and strategic support. This position serves as a vital link between the CDO and key stakeholders, facilitating seamless communication, managing critical initiatives, and enhancing operational efficiency. By enabling the CDO to focus on strategic priorities across the comprehensive Delivery portfolio, spanning Literacy & Training, Startups, AI Strategy, AI Development, Engineering, Talent, and Events and Hosting, the Executive Assistant contributes directly to advancing Amii’s mission of "AI for good and for all."

Reporting to the CDO, the Executive Assistant provides high-level administrative and strategic support, enabling the CDO to focus on advancing organizational goals and priorities. This position ensures seamless daily operations by effectively managing the CDO’s schedule, communications, and travel. As a key liaison between the CDO and stakeholders, the EA facilitates alignment, coordinates cross-functional initiatives across delivery teams, and supports the CDO through effective collaboration with internal and external stakeholders.

The position focuses on achieving excellence in three main accountabilities:

• Administrative Support
• Strategic Coordination & Delivery Support

Required Skills / Expertise

Key Responsibilities:

• Manages the CDO’s calendar, ensuring optimal scheduling and prioritization of commitments.
• Handles the CDO’s communications, including drafting correspondence and managing email inboxes.
• Organizes comprehensive travel arrangements, including detailed itineraries, agendas, and expense reporting, to ensure seamless trips.
• Ensures the CDO is well-prepared for all meetings and engagements by providing necessary documents and materials in advance.
• Fulfills additional duties to support organizational goals as needed.
• Acts as a representative of the CDO in interactions with internal and external stakeholders, ensuring clear and professional communication.
• Drafts and edits correspondence, presentations, and reports on behalf of the CDO.
• Maintains confidentiality while managing sensitive information and communications with utmost discretion to maintain trust and professionalism.
• Ensures smooth and effective communication between the CDO’s office and diverse internal departments to align on key priorities.
• Aids the CDO in establishing and nurturing relationships with internal teams, startups, and external industry partners, reinforcing the CDO’s network.
• Facilitates cross-functional initiatives and events requiring the CDO’s presence, including identifying opportunities for the CDO to contribute to broader initiatives and major hosting efforts, such as Upper Bound.
• Oversees strategic projects spanning cross-functional internal and external teams, ensuring timely follow-up on critical tasks and deliverables.
• Supports preparation for high-stakes meetings, including agenda setting, material preparation, and post-meeting follow-up.
• Tracks, prioritizes, and addresses incoming issues and concerns directed to the CDO, ensuring timely and thorough follow-up.

Required Qualifications:

• 5+ years of experience supporting C-level executives
• Diploma or Degree in Business Administration, communications, or a related field
• Proven experience in managing multiple stakeholders across sectors, including startups, internal teams, and industry leaders
• Experience planning or supporting participation in large-scale events, hosting initiatives, workshops, and ecosystem functions
• Strong administrative management skills, including the ability to execute complex initiatives
• Proven ability to manage multiple priorities in a fast-paced environment
• Strong familiarity with office technology and management software (e.g., Google, Slack, Atlassian)
• French language proficiency (nice to have)

Attributes and Expectations:

• Successfully manages multiple competing priorities in a fast-paced environment
• Works independently and makes informed decisions through a collaborative lens
• Demonstrates strong interpersonal communication skills, both verbal and written
• Establishes credibility while influencing team members to achieve common goals
• Identifies the needs of stakeholders and creates/drives new solutions
• Skilled in identifying knowledge gaps and prioritizing learning effectively
• Leads with resilience, maintaining team performance through challenges and change

What you'll love about us

• A professional yet casual work environment that encourages the growth and development of your skills
• Gain access to the Amii community and events
• A chance to learn from amazing teammates who support one another to succeed
• Competitive compensation, including paid time off and flexible health benefits
• A modern office located in downtown Edmonton, Alberta

Applicants must be legally eligible to work in Canada at the time of application.

Amii is an equal opportunity employer and values a diverse workforce. We encourage applications from all qualified individuals without regard to ethnicity, religion, gender identity, sexual orientation, age or disability. Accommodations for disability-related needs throughout the recruitment and selection process are available upon request. Any information provided by you for accommodations will be kept confidential and won’t be used in the selection process.