Executive Assistant to the CEO
HR, Legal, Administration and Finance Support
Calgary, Alberta | Full-time | Hybrid
About the Role
The CEO of METI Group leads a portfolio of technology, engineering and education companies headquartered in Calgary, with operations in MENA and Europe. We are looking for an experienced, highly organized Executive Assistant to act as the CEO's right hand across four areas: human resources, legal and contracts, administration, and finance.
This is a hybrid position based in Calgary: you will work alongside the CEO in person at the office, with flexibility to work from home on agreed days. You will be the person who keeps the CEO's commitments on track, prepares the paperwork before it is needed, follows up so nothing falls through the cracks, and protects the CEO's time for the decisions only the CEO can make. It suits someone who is discreet, proactive, comfortable with numbers and documents, and who takes ownership of the outcome rather than waiting to be asked.
Key Responsibilities
1. Executive Support and Calendar Management
- Manage the CEO's calendar across Canadian, MENA and European time zones, including scheduling, rescheduling and protecting focus time.
- Triage the CEO's inboxes daily: flag what is urgent, draft replies for review, and route items to the right team member.
- Prepare briefing notes, agendas and background material ahead of meetings; take minutes and track action items to completion.
- Maintain a running list of open commitments and follow up with internal teams, clients and partners on deliverables and deadlines.
- Coordinate travel, visas, accommodation and itineraries for business trips.
- Draft correspondence, letters, presentations and short reports to a professional standard in English.
2. Human Resources
- Coordinate recruitment end to end: draft and post job descriptions, screen applications against agreed criteria, schedule interviews, and manage candidate communication.
- Prepare offer letters, employment and contractor agreements from approved templates, and route them for review and signature.
- Run onboarding and offboarding checklists, including accounts, documents, equipment and introductions.
- Maintain accurate personnel files, contract records, leave and attendance tracking across the group's entities.
- Support performance review cycles, KPI tracking and HR policy updates; keep the employee handbook and HR templates current.
- Coordinate paperwork for research and talent programs (for example, university partnerships and funded fellowships).
3. Legal and Contract Administration
- Maintain a central contract register covering clients, suppliers, partners, NDAs and MOUs, with key dates, renewal and termination notice deadlines, and obligations.
- Prepare first drafts of standard documents (NDAs, MOUs, service agreements, letters) from approved templates for the CEO's or counsel's review.
- Coordinate with external lawyers in Canada and MENA: brief them, track their work, and keep matter files organized.
- Manage e-signature workflows and ensure executed copies are filed and distributed.
- Maintain corporate records for the group's entities, including minute books, resolutions, registrations and annual filing reminders.
- Organize correspondence and supporting documents for any commercial disputes or claims.
This role supports legal work; it does not provide legal advice. Legal judgments remain with the CEO and qualified counsel.
4. Finance and Accounting Support
- Collect, code and upload receipts and bills (Dext), and support bookkeeping in QuickBooks Online.
- Prepare client invoices, track accounts receivable, and follow up on overdue payments.
- Prepare supplier payments and expense claims for the CEO's approval.
- Support month-end close and reconciliations, and coordinate with the external accountant on year-end, GST/HST and payroll inputs.
- Track budgets, cash flow and recurring commitments, and prepare simple monthly summaries for the CEO.
- Compile documentation and claims for government and research funding programs (for example, NRC IRAP and Mitacs), and track reporting deadlines.
5. Administration and Operations
- Organize and maintain the shared document system (Microsoft 365 / SharePoint and Google Drive) with clear structure, naming and access control.
- Maintain company templates, letterheads, profiles and standard proposal material.
- Manage software subscriptions, vendor relationships and administrative renewals.
- Prepare board, investor and partner materials, and keep a calendar of recurring statutory and operational deadlines.
- Take on ad hoc projects and special assignments as directed by the CEO.
6. Office and In-Person Support
- Manage the Calgary office day to day: supplies, equipment, IT and facility vendors, mail, couriers and deliveries.
- Greet and host visitors, clients, partners and candidates, and set up meeting rooms and video calls.
- Handle in-person errands: banking, document pick-ups, original signatures, commissioning and notarization appointments, and registry filings.
- Organize company events, client meetings, team gatherings and local business functions.
- Act as the local point of contact for the Calgary office and support the overseas team (MENA) on Canadian matters.
Working Hours and Arrangement
- Location: Calgary office, with hybrid flexibility of [up to 2] days per week from home once established.
- Hours: flexible. Work is organized around the CEO's schedule and business needs rather than fixed office hours, and may fall at any time of day.
- International team: early morning or evening calls with colleagues and clients in MENA, Asia and Europe, with flexibility to adjust the day when this happens.
- Travel: occasional local travel within Calgary; rare out-of-town travel to support the CEO at key meetings or events.
- Driving: a valid Alberta driver's licence and access to a vehicle are an asset.
Qualifications and Experience
Required
- Legally entitled to work in Canada.
- Post-secondary diploma or degree in business administration, office administration, accounting, paralegal studies or a related field.
- 10+ years as an executive assistant, office manager or similar role supporting a CEO or senior executive.
- Practical experience across at least two of: HR administration, contract administration, bookkeeping or accounts support.
- Excellent written and spoken English, with a polished, professional manner in person and in writing.
- Advanced Microsoft 365 skills (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and comfort with Google Workspace.
- Proven ability to handle highly confidential information with complete discretion.
- Strong organization and follow-through: you track many open items at once and close them without reminders.
Preferred
- Experience with QuickBooks Online, Dext, DocuSign or similar tools.
- Working knowledge of Alberta employment standards, GST filings and Alberta corporate registry processes.
- Experience in a technology, engineering or education company, or a company with international operations.
- Arabic language skills are an asset.
- Comfort using AI tools to draft, summarize and organize work.
How Success Is Measured
- Responsiveness: urgent items acknowledged within one hour during working hours; inbox triaged daily.
- Calendar and meeting quality: no missed or double-booked commitments; briefing notes ready before every key meeting.
- Contract register: complete and current, with no missed renewal or notice deadline.
- Finance support: receipts and invoices processed on time; month-end inputs delivered to the accountant by the agreed date.
- Hiring support: recruitment steps scheduled and documented within agreed timelines.
- CEO time recovered: a measurable reduction in administrative work handled personally by the CEO.
Engagement and Compensation
- Employment type: full-time, permanent position with METI Group.
- Salary: per hour, depending on experience.
- Benefits: health and dental plan, two (2) weeks of paid vacation, and statutory holidays.
- Probation: three months, with a structured review at the end.
Why Join Us
- Work directly with a CEO who leads companies across engineering, AI, geospatial technology and education.
- Broad exposure to how international businesses are run: people, contracts, finance and growth.
- A Calgary role with real responsibility and a clear path to grow into an operations or chief of staff role.
How to Apply
Please apply through the LinkedIn job ad "Executive Assistant to the CEO" and include the following, in English:
- Your CV.
- A short cover letter (one page maximum) describing a time you managed a senior executive's workload across several functions.
- Confirmation that you are legally entitled to work in Canada and can work from our Calgary office.
Shortlisted candidates will complete a short practical exercise (email triage, a scheduling task across time zones, and a simple invoice and contract tracking task) before the final in-person interview.
