Executive Assistant to Chief Executive Officer

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…