Office Coordinator​/EA

Our client is a Calgary-based innovator in subsurface imaging and analytics, delivering high-resolution seismic solutions for oil & gas, carbon capture, critical minerals, and geothermal projects— with a strong focus on reducing environmental impact through proprietary technology. They are in search of an Office Coordinator/EA to act as a proactive partner to the CEO. Responsibilities are split between Executive Assistant duties (60–70%) and general office coordination (30–40%).

The ideal candidate uses critical thinking to identify operational gaps and propose solutions.

• Provide proactive administrative support to keep the CEO organized, prepared, and focused on priorities
• Manage CEO calendar, scheduling, and meeting priorities
• Monitor and organize CEO inbox and communications
• Coordinate meetings, logistics, agendas, notes, and follow-ups
• Prepare and submit expense reports and related documentation

• Support smooth day-to-day office operations, including organized spaces, accurate records, and current materials
• Build and maintain inventory of storage room, marketing materials, and office supplies
• Complete financial scanning and filing
• Support general office organization and administration
• Review and update templates as needed

• Absolute Discretion:
  Proven experience handling sensitive corporate, financial, and personal information with complete confidentiality
• High-Level Communication:
  Exceptional verbal and written skills; ability to represent the CEO professionally to internal leadership and external partners
• Adaptability:
  Calm, solution-oriented approach to last-minute changes in travel, scheduling, or priorities
• Detail-Oriented Organization:
  High precision in managing logistics and financial documentation
• Technical Mastery:
  Intermediate or higher proficiency in Microsoft Office 365 (Outlook, Teams, Excel, Word)