We are seeking a highly experienced and discreet Executive Assistant (5+ years) to support a senior executive at a global professional services firm. This role is primarily executive support with select office operations responsibilities. You will manage complex priorities across calendar, travel, meetings, confidential correspondence, and client-facing activities, while ensuring a polished, professional experience for internal stakeholders and visitors. The ideal hire is solutions‑oriented, proactive, calm yet assertive, and able to operate effectively in a fast‑paced, high‑accountability environment.
You’ll be a key member of a lean, collaborative local team, working closely with senior leadership and coordinating frequently with national/global counterparts. This includes preparing materials, optimizing schedules, liaising with clients and vendors, and ensuring the office runs smoothly. Discretion, maturity, judgment, and the ability to anticipate needs are essential.
Key Responsibilities
Executive Support (70-80% of the role)
- Manage complex calendars, prioritize competing commitments, and coordinate domestic/international travel and itineraries.
- Prepare correspondence, briefing notes, presentations, and meeting materials; triage and organize high‑volume email.
- Compile and submit accurate expense reports for senior leadership; track follow‑ups and resolve queries.
Office Operations & Facilities (30% of the role)
- Oversee office supplies, printing, and kitchen essentials (ordering, stocking, upkeep); coordinate shipping/receiving.
- Serve as primary liaison with building/property management for routine and urgent requests; support safety procedures.
- Coordinate seating plan changes; set up/tear down desks for onboarding/offboarding; maintain orderly common areas.
Reception & Meeting Support
- Act as first point of contact for visitors; arrange catering/refreshments; reset and ready boardrooms.
- Ensure meeting spaces and A/V are set up and functioning; maintain a consistently polished client-facing environment.
Events & Client Hospitality
- Plan and execute internal and external events (e.g., team sessions, group meals, holiday gatherings) - typically less than 5 times per year.
Client Relations & Business Development Support
- Maintain client/contact data and invite lists in CRM; coordinate seasonal cards/gifts under compliance guidelines.
- Track business development activity; coordinate commemorative deal items with internal teams and compliance.
- Support light research and follow-ups as directed by senior bankers/executives.
Confidentiality & Professionalism
- Handle sensitive information with strict confidentiality and sound judgment; ensure adherence to internal policies.
Qualifications
- 5+ years of experience in an Executive Assistant, Office Manager, or similar senior administrative role.
- Background in professional services, financial services, or corporate environments strongly preferred.
- Advanced proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); familiarity with CRM platforms (e.g., Salesforce) is an asset; exposure to Workday is beneficial.
Personality
- Exceptional organization, time management, and multitasking abilities; high attention to detail and follow‑through.
- Excellent written and verbal communication; polished interpersonal skills with client‑facing confidence.
- Demonstrated discretion and ability to manage confidential information.
- Proven, solutions‑oriented approach - anticipates needs, proposes options, and executes with minimal direction.
- Comfortable supporting an executive who self‑books frequently while optimizing priorities and cadence.
Work Environment
- 100% on-site at a professional downtown Calgary office.
- Full‑time, approximately 40 hours/week; core hours ~7:30 a.m.–4:30 p.m. with some flexibility as needed.
- Occasional availability required during urgent or time‑sensitive situations (evenings/weekends).
- Small local team with strong collaboration and high standards; “wear many hats” culture in a polished, corporate setting.
Compensation & Benefits
- Base salary: commensurate with experience and scope.
- Occasional extra hours with compensation per company policy.
- Competitive total rewards package including health and other employee benefits; details will be shared with the candidates during the interview process.
