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.
Key Responsibilities
Executive Assistant (50-60%)
-
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
Office Coordination (40–50%)
-
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
Required Skills & Qualifications
-
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)
