Executive Assistant

Heavy is a Calgary-based creative design-build company that specializes in placemaking, public art, and architectural features. Working closely with architects, artists, developers, and contractors, Heavy helps bring bold ideas to life through custom-designed features that transform public spaces and buildings.
Founded in 2003, Heavy has grown into a multidisciplinary team of creatives, designers, fabricators, and project professionals who collaborate to deliver iconic installations and architectural elements. With 1,000+ completed projects, the team combines creative vision with technical expertise to turn complex ideas into memorable, real-world experiences.
From public art and sculptural installations to architectural features and landscape elements, Heavy partners with clients from concept through fabrication and installation to create projects that connect people to the spaces around them.
We are looking for a highly organized and proactive Executive Assistant to support senior leadership in a fast-paced, collaborative environment.
This role will primarily support a senior executive and play a critical role in helping manage priorities, streamline communication, and ensure key initiatives move forward efficiently. The ideal candidate is confident, detail-oriented, and comfortable taking initiative to keep work on track.
This position offers a dynamic blend of responsibilities, with approximately 80% focused on executive support to the founder and 20% dedicated to office coordination and operations.
Our team consists of approximately 50 employees, and we operate in an environment that is highly collaborative, innovative, and constantly evolving.

Key Responsibilities  Executive Support (80%)  You will act as a trusted partner to senior leadership, helping manage priorities and ensuring that important work moves forward efficiently.
Calendar & Schedule Management   Manage a complex, meeting-heavy executive calendar
Coordinate internal and external meetings across multiple stakeholders
Prioritize scheduling requests and manage conflicts
Act as a gatekeeper for executive time and communications
Meeting Coordination   Schedule meetings and prepare agendas, presentations, and briefing materials
Capture meeting notes and track action items
Follow up with stakeholders to ensure accountability and progress
Communication & Coordination   Serve as a key liaison between leadership and internal teams
Communicate updates, requests, and follow-ups on behalf of leadership
Ensure key priorities and commitments remain visible and organized
Task & Priority Management   Track open action items, approvals, and commitments
Maintain visibility on key initiatives and follow up on outstanding tasks
Proactively identify gaps, risks, or missed steps and elevate when needed
Travel Coordination   Plan and coordinate executive travel (approximately once per quarter)
Arrange flights, accommodations, transportation, and itineraries
Manage travel-related expense reporting
Executive Partnership   Maintain regular check-ins with leadership to stay aligned on priorities
Anticipate needs and proactively address administrative and operational requirements
Support leadership initiatives and operational priorities as needed
Office Operations (20%)  This role also supports the organization and efficiency of the office environment.

Responsibilities include:

Improving office organization and administrative systems
Implementing labeling, storage, and workspace organization improvements
Monitoring and ordering office supplies
Coordinating with cleaning and facilities service providers
Identifying opportunities to improve administrative processes and office operations
The goal is to help create an organized, efficient environment that supports the broader team.
What Success Looks Like  The successful candidate will demonstrate:
The ability to build trust with leadership and team members
Strong judgment when managing priorities and executive time
A proactive approach to identifying problems and implementing solutions
The confidence to follow up and ensure tasks and commitments are completed
The ability to stay organized and calm in a dynamic environment
Requirements   5+ years of experience in an Executive Assistant, Senior Administrative, or Office Manager role
Post-secondary education is considered an asset
Strong technical proficiency with Microsoft Office and digital collaboration tools
Exceptional organizational and time management skills
Strong communication and interpersonal abilities
High level of professionalism and discretion when handling sensitive information
Proven ability to manage multiple priorities in a fast-paced environment
Strong problem-solving ability and sound judgment

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