Executive Assistant - Calgary
Job Description
Our client is seeking a highly organized and proactive Executive Assistant to support their President & CEO and senior leadership team. This role will play a key part in enabling the executive team to focus on strategic priorities by managing calendars, coordinating meetings, handling confidential communication, supporting travel and office logistics, and overseeing general office operations. The ideal candidate brings exceptional attention to detail, strong communication skills, and the ability to juggle multiple priorities in a fast-paced, global environment.
Responsibilities:
Coordinate and prepare materials for meetings, take minutes, and distribute summaries
Screen and manage phone calls, emails, and correspondence with discretion
Arrange travel, accommodations, and detailed itineraries
Prepare and edit professional documents, reports, and presentations
Oversee daily office operations and liaise with vendors and service providers
Maintain physical and digital filing systems and manage office supply inventory
Manage meeting room bookings, seating arrangements, and office environment logistics
Ensure all office equipment is functioning and coordinate repairs or replacements
Assist in the planning and execution of office events and staff activities
Track and manage office management expenses and adhere to budget limits
Serve as the point of contact for staff on office-related needs and administrative queries
Provide basic technical support and coordinate with IT when needed
Monitor and track inventory of equipment including laptops, phones, and supplies
Support ad hoc requests and personal assistance tasks for the executive team
Requirements
Minimum 3+ years of experience as an Executive Assistant or in a high-level administrative support role
Proven experience supporting C-suite executives in a fast-paced environment
Strong proficiency in Microsoft Office Suite and digital collaboration tools (Teams, SharePoint, etc.)
Excellent verbal and written communication skills
High emotional intelligence and professional demeanor
Strong organizational skills with the ability to prioritize effectively
High attention to detail and confidentiality
Experience working in a global business or intercultural environment is a strong asset
Bachelor’s degree or equivalent experience preferred
Fluent in English; French considered an asset
Willingness to travel occasionally for work
Ability to work independently and demonstrate initiative
Experience managing office operations and budgets up to $2M CAD annually
Please submit all resumes to Alison Caldwell at Caldwell@catchrecruitment.com