We are seeking a highly capable Executive Assistant to provide strategic and operational support to the Chief Executive Officer. This role goes far beyond traditional executive administration, serving as a trusted partner who helps maximize the CEO's effectiveness by managing priorities, coordinating key initiatives, facilitating communication, and ensuring seamless execution across the organization.
As a key member of a growing, mission-driven company, the Executive Assistant will develop a strong understanding of organizational priorities and act as an extension of the CEO when appropriate. This includes coordinating with internal teams, government representatives, Indigenous partners, industry stakeholders, and external organizations while maintaining the highest level of professionalism, discretion, and sound judgment.
The organization continues to strengthen its systems, processes, and technology infrastructure. Success in this position requires someone who embraces change, enjoys improving workflows, and leverages digital tools, automation, and AI solutions to enhance productivity and operational excellence.
The ideal candidate is an exceptional communicator with strong analytical abilities, outstanding organizational skills, and the ability to anticipate needs before they arise. Experience working in government relations, Indigenous engagement, or environmental markets, or other mission-focused organizations would be considered an asset.
Key Responsibilities
Executive Partnership & Strategic Support
- Serve as a trusted advisor by providing research, analysis, and well-considered recommendations to support executive decision-making.
- Assist the CEO in evaluating priorities, identifying risks and opportunities, and preparing for strategic discussions.
- Represent the CEO in meetings and engagements when appropriate, ensuring key information, commitments, and action items are accurately communicated and followed through.
- Draft executive correspondence, presentations, briefing materials, and reports on behalf of the CEO.
- Monitor strategic initiatives and ensure deadlines, deliverables, and commitments remain on track.
Stakeholder Engagement
- Act as a primary point of contact between the CEO and employees, government officials, Indigenous Nations and organizations, industry partners, community representatives, and other external stakeholders.
- Coordinate communications while fostering productive and respectful working relationships.
- Support ongoing engagement with Indigenous communities through consistent communication, thoughtful follow-up, and culturally respectful interactions.
- Exercise sound judgment when managing inquiries, escalating issues, and determining appropriate responses.
Executive Administration
- Manage the CEO's complex calendar, scheduling priorities, meetings, and appointments.
- Prepare comprehensive meeting packages, briefing notes, agendas, presentations, and supporting documentation.
- Coordinate domestic and international travel arrangements, including itineraries and logistics.
- Attend meetings, conferences, and events with the CEO as required, documenting key discussions and monitoring follow-up activities.
- Review incoming correspondence, identify urgent matters, and ensure timely responses.
- Track assignments, projects, and organizational priorities to support successful execution.
- Assist with performance-related communications, recognition initiatives, and executive follow-up with leadership team members.
Operational & Administrative Support
- Prepare, edit, and manage confidential documents, contracts, reports, presentations, and other executive materials.
- Maintain organized electronic and physical filing systems for efficient document management.
- Monitor executive budgets and support expense tracking, reconciliations, and financial reporting.
- Process travel expenses, corporate card reconciliations, and related documentation accurately.
- Recommend and implement improvements to administrative processes, systems, and workflows through technology and automation.
- Coordinate with internal technology resources to resolve technical issues and maintain secure information management practices.
- Contribute to organizational planning and annual business objectives while supporting continuous improvement initiatives.
- Participate in ongoing professional development to remain current with emerging technologies, AI applications, and best practices.
Additional Responsibilities
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Perform other duties consistent with the scope and level of the position as organizational needs evolve.
Qualifications
Required
- Minimum five years of experience supporting senior executives, including at least two years providing direct support to C-suite leadership or equivalent executive-level roles.
- Experience managing executive expenses, reconciliations, and financial administration.
- Exceptional written and verbal communication skills in English.
- Postsecondary education in Business Administration, Office Administration, Public Policy, Environmental Studies, or another relevant discipline, or an equivalent combination of education and experience.
- Demonstrated ability to review and summarize complex policy, legal, technical, or commercial documents and communicate key insights clearly.
- Strong understanding of government processes, stakeholder engagement, and organizational decision-making.
- Knowledge of, or a demonstrated commitment to learning about, Indigenous governance, reconciliation, consultation frameworks, and rights-based approaches.
- Excellent judgment with the ability to manage highly confidential information with discretion.
- Highly organized with exceptional attention to detail and strong time-management skills.
- Adaptable and comfortable working in a dynamic, evolving environment with shifting priorities.
- Proficiency with Microsoft Office, virtual collaboration platforms, CRM systems, and AI-enabled productivity tools.
Preferred
- Professional or lived experience working with Indigenous governments, organizations, or communities.
- Experience within environmental, sustainability, or climate, or market sectors.
- Background supporting executives in the corporate or professional services environment.
- A genuine interest in contributing to a purpose-driven organization with strong organizational values.
Compensation & Benefits
Salary: $85,000–$125,000 annually, commensurate with experience.
Benefits include:
- Comprehensive extended health benefits
- RRSP with employer matching up to 6%
- Three weeks of annual vacation
- One week of Cultural Family Leave
- Two weeks of paid leave during the winter holiday period
- Annual professional development allowance
- Monthly cell phone reimbursement
Travel
Occasional travel may be required, including visits to partner communities and other business-related destinations.
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