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Added 3 mins ago
CO
Executive Administrative Assistant (EAA)
City of Windsor
Windsor, ON
- Temporary
Added 3 mins ago
R
Investment & Retirement Planning Assistant
RBC
Chilliwack, BC
- Part-time
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Added 3 mins ago
UO
Dental Assistant 3 (Maternity Leave Replacement)
University of British Columbia
Vancouver, BC · UBCV | David Strangway Building (STRG)
- Full-time
Added 3 mins ago
UO
Dental Clinic Receptionist
University of British Columbia
Vancouver, BC · UBCV | David Strangway Building (STRG)
- Full-time
Added 3 mins ago
NU
Assistant Teaching Professor
Northeastern University
Vancouver, BC
- Full-time
Added 3 mins ago
MU
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Added 17 mins ago
B
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BMO
Calgary, AB · GLENMO
- Full-time
Added 17 mins ago
B
Client Service Assistant
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Added 17 mins ago
BC
Accounting Assistant (Subcontract AP) - Corporate
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- Full-time
Accounting Assistant (Subcontract AP) - CorporateThe greatest achievements in history are borne from the greatness within people – where human potential meets vision, and passion fuels…
Added 17 mins ago
NH
PRIMARY CARE ASSISTANT
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- Full-time
Northern Health is looking for an experienced, highly efficient, and self-directed Primary Care Assistant.
Added 17 mins ago
TU
Dental Clinic Receptionist
The University of British Columbia
Vancouver, BC
- Full-time
Added 17 mins ago
RF
Human Resources Assistant (North York/Scarborough)
Real Fruit Bubble Tea
Toronto, ON · Scarborough, ON
- $19 to $21 CAD / hour
- Full-time
Added 18 mins ago
RS
Medical Office Assistant
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Added 18 mins ago
NC
Veterinary Assistant
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- Full-time
We’re looking for a motivated, compassionate, and dependable Veterinary Assistant who is also interested in be
Added 18 mins ago
TU
Manager, Human Resources
The University of British Columbia
Vancouver, BC
- $7,158.42 to $10,292.25 CAD / month
- Full-time
Administrative Management | Department of Computer Science | Faculty of Science
Added 18 mins ago
CE
Personal Assistant
Confidential Employer
Toronto, ON
- $200,000 to $220,000 CAD / year
- Full-time
A private family in Toronto is seeking a Personal Assistant to provide dedicated, on-site support in the management of their personal affairs. This is a full-time, five-day-per-week role…
Added 18 mins ago
RH
Executive Assistant (with Office Operations)
Robert Half
Calgary, AB
- Full-time
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…
Added 32 mins ago
SD
Pharmacy Assistant, Hourly Part Time Day
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- Part-time
Added 32 mins ago
SD
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Added 32 mins ago
B
Private Wealth Administrative Assistant - Vaughan, Winter 2027 (Co-op/Internship) - 4 months
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- Full-time
Added 32 mins ago
DT
Assistant Manager II
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- Full-time
We’re seeking an Assistant Store Manager to join our team to help with store operations, customer service and team development. Duties include, but are not limited to, the following:
Added 32 mins ago
EI
Executive Assistant
Ecolab Inc.
Calgary, AB
- Full-time
As an Executive Assistant, you will be a trusted partner to a primary executive, helping them manage priorities, protect their time, and move important decisions and commitments forward.…
Added 47 mins ago
Pharmacy Assistant
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Added 47 mins ago
Construction - Project Coordinator
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Added 47 mins ago
A
Administrative Assistant Casual AgeCare Monashee Mews
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Robert Half

Executive Assistant (with Office Operations)

Calgary, AB, Canada

Full-time

Apply About employer

Applications open in a new tab.

Job details

Job type: Full-time
Apply by: Dec 9, 2026
Experience: 5+ years of experience in an Executive Assistant, Office Manager, or similar senior administrative role.
Working hours: 40 hours/week
Posting language: English
Posted: Nov 9, 2026

Original job description

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.

Apply About employer

More about this job

Responsibilities

Manage senior executive calendars, travel, correspondence, meetings, expenses, and follow-ups while handling sensitive information with discretion. Coordinate office operations, facilities, reception, meeting spaces, events, client hospitality, CRM records, and business development support.

Requirements

Requires 5+ years of experience in executive assistance, office management, or a similar senior administrative role; professional, financial, or corporate services experience is strongly preferred. Candidates should have advanced Microsoft Office proficiency, strong organization and communication skills, sound judgment, discretion, and a proactive, solutions-oriented approach; CRM experience is an asset and Workday exposure is beneficial.

Skills

Executive Support
Calendar Management
Travel Coordination
Meeting Coordination
Confidential Correspondence
Expense Reporting
Office Operations
Facilities Coordination
Reception
Event Planning
Client Relations
CRM Data Management
Microsoft Office
Salesforce
Workday
Confidentiality

Benefits

Health Benefits
Employee Benefits

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistant
Office Operations
Professional Services
Financial Services
Calendar Management
Domestic Travel
International Travel
Itinerary Coordination
Confidential Correspondence
Briefing Notes
Meeting Materials
Expense Reports
Facilities Management
Building Management
Reception
Audio-Visual Setup
Event Planning
Client Hospitality
Business Development
CRM
Salesforce
Workday
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Confidentiality
Client Relations

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