Executive Assistant to the CEO

hybrid
Calgary, Alberta, Canada .
full-time . March 25, 2025

Description

Full Time, Hybrid

Starting at $80,000

Are you drawn to Calgary’s thriving tech sector and looking to build a meaningful career that allows you to have an impact in your community? Does the prospect of city-building work excite you? If you thrive in a collaborative environment and enjoy putting your own innovative spin on things, then we think this is what you were meant to do as Platform Calgary’s newest Coordinator, Membership.

What will you do?

The Executive Assistant (EA) at Platform Calgary serves as a strategic partner to the CEO, orchestrating a complex schedule and facilitating seamless leadership operations across a 50-person organization. This role extends beyond traditional administrative duties, acting as a critical bridge between the CEO and high-profile stakeholders, including political and business leaders, to cultivate and maintain key relationships. As Board Secretary, the EA plays a pivotal role in governance and strategic decision-making. Furthermore, the EA leverages their organizational acumen to support the senior leadership team through targeted project management, driving operational efficiency and contributing to Platform Calgary's overarching mission.

The right candidate will demonstrate the following qualifications:

Schedule Management and Leadership Coordination:

Proactively manage and optimize the dynamic and often shifting schedules of the CEO, ensuring that critical meetings, events, and appointments are prioritized and conflicts are minimized.
Collaborate with leadership team members to coordinate cross-functional leadership activities, team meetings, and strategic discussions, fostering streamlined communication and collaboration across the organization.
Anticipate and address potential scheduling conflicts, making necessary adjustments to accommodate urgent matters while maintaining an efficient workflow.

Stakeholder Relationship Coordination:

Act as a central point of contact for the purpose of coordinating interactions with high-value stakeholders, including politicians and business leaders, ensuring a professional and engaging experience.
Prioritize and facilitate engagements with stakeholders by understanding their preferences and time constraints, thus fostering positive and productive relationships.

Board of Directors Secretary:

Serve as the Secretary to the Board of Directors, overseeing the planning, organization, and execution of board meetings.
Prepare and distribute meeting agendas, materials, and minutes, ensuring accurate and timely documentation of discussions and decisions.
Coordinate with board members, executives, and support staff to ensure seamless board meeting logistics and interactions.

Small-Scale Project Management:

Undertake and manage small-scale projects for the leadership team, applying strategic thinking and problem-solving skills to ensure successful execution.
Collaborate with relevant teams to define project scopes, objectives, and deliverables, while tracking progress and providing regular updates to senior leadership.

Additional Responsibilities

Uphold a high level of confidentiality and ethical behavior when handling sensitive information related to business strategies, stakeholder communications, and organizational matters.
Assist in organizing internal and external events and functions.
Prepare and edit reports, presentations, and correspondence.
Manage travel arrangements and logistics.

Who you are:

7+ years in a business or executive management role supporting C-suite executives.
MBA or Bachelors Degree in Business (or related field) preferred
Exceptional organizational and time management skills.
Strong interpersonal and communication skills, with an ability to interact effectively with diverse stakeholders.
Proficiency in office software and scheduling tools.
Understanding of corporate governance practices.
High level of discretion and ability to handle sensitive information.
Adaptable and able to thrive in a fast-paced environment.
Experience in a technology, innovation, or startup environment (desired).
Previous experience in board support or corporate secretary role (desired).
Project management skills (desired).
Must be able to build competency in G-Suite, Asana, Slack, Eventbrite, HubSpot and Notion. Existing competency with these tools considered an asset.

Must Demonstrate:

Results driven with a desire to work in a fast-paced environment; equally adept at providing leadership or working side by side with the team.
Proven ability to embrace change and adversity in a rapidly growing and changing environment; previous experience in managing and driving change efforts is preferred.
An ability to maintain the highest level of discretion and confidentiality.
Enthusiasm about working on a team and across functions.
Passion for innovation, community and entrepreneurship.

During the interview process, we will be looking for:

A high level of professionalism and ability to connect with others to build positive relationships and be a true collaborator.

Strong emotional intelligence, a high level of empathy and active listening skills.

Forward thinking - you can anticipate and act on the needs and requests of multiple collaborators/contributors.

Initiative - proactively create and follow through on new ideas and strategies.

Platform Calgary perks:

Hybrid and flexible work: Our team enjoys the flexibility of hybrid work and flexible hours, so we can all do our best work.

Great benefits from day one: Health, dental and wellness benefits; RRSP matching program; parental leave top-up program development stipends and other perks!

Paid Time Off: We offer plenty of paid time off, as well as one Flex day per month (with the exception of Dec), plus holiday closure in December/January.

A unique place to work: The Platform Innovation Centre is the front door to Calgary’s tech and innovation community. Home to 160+ partners (and the thousands of guests who attend education programs, meetups and other events) dedicated to helping companies to start, grow and succeed.

We are fostering a culture of belonging that is diverse and inclusive. This begins with an equitable and accessible hiring process.

We highly encourage applications from excluded and marginalized communities, regardless of race, creed, sex, gender, orientation, religion, and including persons with disabilities, visible minorities and foreign-born residents.

You do not need to meet 100% of the qualifications to apply - if you think this could be the role for you and you bring something unique to the table, submit your application!

Any candidates with disabilities or who may require accommodations throughout the recruitment process are encouraged to contact jointheteam@platformcalgary.com.

To apply, please upload your cover letter and resume. We wish to express our appreciation to all applicants for their interest; however, only candidates selected for an interview will be contacted. This position will remain open until a suitable candidate is found.

About Platform Calgary

Platform Calgary is an impact organization whose members are tech companies, large and small, united in a vision of inclusive, innovation-driven prosperity for Calgary. Platform Calgary brings together the resources of Calgary's tech ecosystem to help startups launch and grow at every step of their journey, from ideation through to scale. Our focus is on making all parts of Calgary’s startup ecosystem better resourced, connected, efficient and prominent. For more information about Platform Calgary, visit platformcalgary.com

Know someone who would be a perfect fit? Let them know!