Office Coordinator / EA

Gilder Search Group; Calgary; On-site; CAD 52,000 - 70,000; Full time

Job summary

Gilder Search Group seeks an Office Coordinator/EA in Calgary to partner with the CEO. The role splits between executive assistance (60–70%) and office coordination (30–40%), applying critical thinking to improve operations. Excellent discretion and communication are essential for success in this frontline role.

The position emphasizes organizational excellence, reliability, and a proactive approach to problem solving in a fast-paced environment.

Qualifications

• Absolute discretion in handling sensitive information and data.
• Strong verbal and written communication to internal and external partners.
• Calm, solution-driven approach to last-minute changes.
• High-precision organization in logistics and records.

Responsibilities

• Provide proactive administrative support to keep the CEO organized and focused on priorities.
• Manage the CEO calendar, scheduling, and meeting priorities.
• Monitor and organize CEO inbox and communications for timely responses.
• Coordinate meetings, agendas, notes, and follow-ups, including logistics.
• Prepare and submit expense reports and related documentation.
• Support general office operations and maintain organized spaces and records.
• Review and update templates and office documents as needed.

Skills

Discretion

Communication

Adaptability

Organization

Tools

Microsoft Office 365

Job description

Our client is a Calgary-based innovator in subsurface imaging and analytics, delivering high-resolution seismic solutions for oil & gas, carbon capture, critical minerals, and geothermal projects— with a strong focus on reducing environmental impact through proprietary technology. They are in search of an Office Coordinator/EA to act as a proactive partner to the CEO. Responsibilities are split between Executive Assistant duties (60–70%) and general office coordination (30–40%). The ideal candidate uses critical thinking to identify operational gaps and propose solutions.

Key Responsibilities

Executive Assistant (50-60%)

• Provide proactive administrative support to keep the CEO organized, prepared, and focused on priorities
• Manage CEO calendar, scheduling, and meeting priorities
• Monitor and organize CEO inbox and communications
• Coordinate meetings, logistics, agendas, notes, and follow-ups
• Prepare and submit expense reports and related documentation

Office Coordination (40–50%)

• Support smooth day-to-day office operations, including organized spaces, accurate records, and current materials
• Build and maintain inventory of storage room, marketing materials, and office supplies
• Complete financial scanning and filing
• Support general office organization and administration
• Review and update templates as needed

Required Skills & Qualifications

• Absolute Discretion: Proven experience handling sensitive corporate, financial, and personal information with complete confidentiality
• High-Level Communication: Exceptional verbal and written skills; ability to represent the CEO professionally to internal leadership and external partners
• Adaptability: Calm, solution-oriented approach to last-minute changes in travel, scheduling, or priorities
• Detail-Oriented Organization: High precision in managing logistics and financial documentation
• Technical Mastery: Intermediate or higher proficiency in Microsoft Office 365 (Outlook, Teams, Excel, Word)