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Executive Assistant - 19246
Calgary, AB T2W 4X7 CA | Fully Remote TELECOMMUTE CA
Job Description
Executive/Personal Assistant
Are you a highly organized and proactive professional with a passion for providing top-tier executive and personal support? We are seeking a dynamic Executive/Personal Assistant to work closely with a CEO and executive leadership team in a fast-paced, high-growth environment. In this role, you will be responsible for managing calendars, coordinating travel, handling expense reports, preparing meetings, and ensuring the smooth flow of daily operations. The ideal candidate is resourceful, detail-oriented, and capable of juggling both professional and personal responsibilities with discretion and efficiency.
What We’re Looking For
You’re a problem-solver who thrives on keeping schedules running seamlessly and ensuring no detail is overlooked. Whether it's coordinating executive meetings, arranging travel, managing expenses, or assisting with personal tasks, you’re always one step ahead. You excel at communication, relationship management, and maintaining confidentiality while handling complex logistical challenges. If you have a keen eye for detail, a proactive mindset, and a knack for keeping everything on track, we’d love to hear from you.
Responsibilities
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Manage calendars and schedule internal/external meetings for multiple executives.
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Coordinate domestic and international travel logistics.
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Prepare and track expense reports and purchase requisitions.
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Plan and organize team events, offsites, and recognition activities.
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Assist in content creation, including team-wide emails, newsletters, and presentations.
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Handle office administration and general operational tasks.
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Support cross-functional collaboration between teams.
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Provide project support, including gathering information, preparing reports, and assisting with onboarding processes.
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Assist the CEO with both professional and personal tasks to ensure smooth day-to-day operations.
Qualifications
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3+ years of experience providing high-level administrative support to executives.
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Strong experience in calendar management, travel coordination, and expense reporting.
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Excellent written and verbal communication skills.
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Ability to maintain strict confidentiality and exercise sound judgment.
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Highly organized with strong time management and prioritization skills.
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Proficient in Microsoft Office and Google Suite.
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Experience with CRM tools (such as HubSpot) is a plus but not required.
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Adaptable, proactive, and able to work independently in a fast-paced setting.
Preferred Experience
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Background in Finance, Fintech, or Wealth Management industries.
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Experience supporting C-level executives in a remote or hybrid setting.
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Familiarity with family office operations is a plus.
Why Join Us?
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Fully remote opportunity with flexibility in working hours.
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Competitive compensation and benefits package.
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Opportunities for professional development and growth.
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A collaborative, dynamic team that values innovation and efficiency.
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A culture that prioritizes work-life balance while delivering excellence.
If you’re an experienced Executive/Personal Assistant ready to take on an exciting new challenge, apply today! We look forward to meeting you.
Only candidates already eligible to work in Canada will be reviewed. Only qualified candidates will be contacted.
Meet Your Recruiter
Rachael Pineau
Senior Recruitment Consultant
Office Personnel
Rachael specializes in the placement of administrative professionals and other office personnel. Combining over six years of experience in recruitment with her extensive experience in administrative roles, she brings first-hand insight into the nuances of the positions she fills. Her success with clients is rooted in a strong intuition for understanding people and her ability to think strategically. Her high fill rate and low falloff rate speak to her commitment to excellence.
When it comes to working with candidates, Rachael focuses on understanding their desires and motivations, guiding them strategically to make the right career decisions. Her honesty, transparency and strong rapport foster effective communication and trust. Her passion for recruiting stems from the satisfaction of making the perfect match, and her favourite part is the joy of getting to call a candidate to tell them they got the job. She has placed candidates at reputable organizations across a variety of industries including professional and financial services, tourism and the energy sector.
Rachael lives in Calgary and enjoys a variety of interests outside of work, including singing, roller derby, hiking, camping, drag racing and indulging nerdy crafting hobbies.