Urban Legal Recruitment is very pleased to be partnering with our esteemed client in the search for an experienced and highly professional Executive Assistant to join its Calgary based executive team. In this in-house role, the successful candidate will be reporting directly to the President & Chief Executive Officer, this is an exceptional opportunity for a proactive, polished, and highly organized professional who enjoys serving as a trusted partner to senior leadership in a dynamic corporate environment.

The Executive Assistant reports directly to the President and Chief Executive Officer (herein referred to as the “CEO”) of the Company. This role provides high-level administrative, analytical, and professional support to the CEO and the Senior Management Team (“Executives”), ensuring seamless day-to-day operations for the Company. The Executive Assistant shall work closely with the Executives to provide administrative and analytical support and undertake ad hoc tasks for legal, operations, and accounting/finance staff. The Executive Assistant will act as a liaison, effectively managing communication, coordinating schedules, and handling confidential matters with discretion and professionalism.

The Executive Assistant serves as an extension of the CEO, acting on their behalf in various administrative and executive functions. As such, the Executive Assistant is entrusted with highly sensitive and confidential information pertaining to the CEO and the Company’s business. All files, documents, notes, contracts, correspondence, discussions, information, and instructions disclosed to (either verbally, in writing, digitally, or visually), received, managed, and accessed by the Executive Assistant are considered highly confidential and must be handled with the utmost discretion, integrity, and professionalism. The Executive Assistant is expected to safeguard sensitive corporate and personal information, ensuring that it is only shared or disclosed in accordance with the CEO’s directives, the Company’s policies regarding confidential information, and ethical business practices.

This position requires a proactive approach, strong organizational skills, and the ability to work independently while supporting the CEO and Executives. It is expected that the Executive Assistant will interact with employees at all levels of the organization and consistently demonstrate exceptional interpersonal communication and teamwork skills, together with the utmost discretion and confidentiality when interacting with internal and external stakeholders.

Responsibilities

The accountabilities and responsibilities of the Executive Assistant will be as follows:

• Proactively meet the CEO’s day-to-day administrative requirements by managing calendars and incoming correspondence on a daily basis (via e-mail, phone, mail, etc.), including but not limited to reviewing and assessing correspondence; composing draft responses for final review by the CEO; forwarding and sending correspondence for action or information while seeking direction as appropriate from the CEO; tracking the successful completion of correspondence-related actions; maintaining daily schedules, meetings, appointments, and conference calls; and providing briefings on relevant items and events to the CEO from correspondence and calendars.
• Act as a point of contact for the CEO and liaise and coordinate communication with all levels of corporate and personal contacts on the CEO’s behalf.
• Provide accurate word-processing support by composing and/or editing a variety of confidential documents for the CEO and/or the Executives, including the drafting of highly confidential correspondence, memoranda, reports, and other documents for review and approval.
• Anticipate the CEO’s needs and confidently make decisions that contribute to a highly organized and effective work environment, including organizing and expediting workflow and initiating follow-up actions as appropriate.
• Provide general support by ensuring administrative tasks are performed in an efficient and effective manner, including scanning confidential documents; scheduling and coordinating business meetings involving multiple senior executives; coordinating appointments for the Executives; and providing other support as directed.
• Plan, organize, and coordinate corporate functions and special events as directed by the CEO and/or the Executives, including booking venues, coordinating catering, managing invite lists and invitations, arranging travel, and negotiating favourable terms with vendors and service providers where possible.
• Make and coordinate domestic and international travel arrangements on behalf of the CEO and the Executives, including preparing travel schedules, booking accommodations and transportation, arranging meals, preparing itineraries, and managing any special travel requirements.
• Manage payments and banking for the CEO.
• Prepare and submit expense reports for multiple credit cards for the CEO’s approval and subsequent processing by the accounting department.
• Maintain accurate bookkeeping records relating to the CEO’s business expenditures and banking activities.
• Manage the CEO’s working files and filing systems by maintaining well-organized electronic and paper records.
• Assist with the preparation of business presentations, documentation, and spreadsheets as required.
• Attend meetings as requested by the CEO and prepare agendas and accurate minutes, including tracking, monitoring, and following up on action items.
• Use exceptional interpersonal and communication skills to establish and maintain positive and productive working relationships with internal and external stakeholders while representing the organization in a professional manner consistent with its values.
• Prioritize and manage multiple projects simultaneously and ensure timely follow-through on outstanding matters.
• Provide office management support, including managing office supplies and equipment inventory, coordinating vendor services, and assisting with employee onboarding and office orientation.
• Ensure health and safety standards are maintained within the office environment.
• Perform other duties and special projects as required.

Qualifications

The ideal candidate will possess:

• Several years of experience supporting senior executives in an Executive Assistant capacity.
• Exceptional organizational, communication, and interpersonal skills.
• The ability to manage multiple priorities and competing deadlines in a fast-paced environment.
• Strong judgment, initiative, and problem-solving abilities.
• Advanced proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Experience coordinating complex calendars, travel arrangements, meetings, and special events.
• A proven ability to handle highly confidential and sensitive information with professionalism and discretion.
• Strong attention to detail and a commitment to producing high-quality work.
• A positive, collaborative, and service-oriented approach.

Why Join Our Esteemed Client?

This is an exceptional opportunity to work closely with a respected executive team in a successful and growing organization. The successful candidate will enjoy a diverse and engaging role with significant responsibility, exposure to senior leadership, and the opportunity to make a meaningful impact on the organization’s success.

If you are a highly organized professional who thrives in a fast-paced environment and enjoys supporting senior leaders, we would love to hear from you.

Please apply in confidence to Shona Tischner at shona@urbanlegal.ca.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.