Executive Assistant- CEO & Board

Tourism Calgary is the destination management organization that enthusiastically shares and promotes the story of our friendly Blue Sky City to those near and far. We think big – like, Canadian Rocky Mountain big – using our sales and marketing expertise to drive an annual visitor spend of over $3B for the local economy and advocating for our growing tourism sector, which includes 84,000 Calgarians employed in the industry.

From conventions to leisure travel, sports events to music and arts, Tourism Calgary represents the city’s diverse and unexpected experiences, extending our welcoming hospitality to the estimated 8.7 million people who visit Calgary every year. Here, the possibilities are as limitless as our blue skies.

The Executive Assistant to the CEO provides senior-level strategic and administrative support to enable the CEO to operate effectively, efficiently, and with focus on organizational priorities. This role functions as a trusted partner and gatekeeper, managing executive operations, optimizing the CEO’s time, and ensuring seamless coordination across leadership, the Board, and key external stakeholders.

This position requires exceptional judgment, discretion, organizational intelligence, and the ability to anticipate needs in a fast-paced, highly confidential executive environment.

• Manage and optimize the CEO’s complex calendar, ensuring alignment with strategic priorities and organizational objectives.
• Effectively manage the CEO’s email inbox in accordance with established systems to help prioritize action items and time-sensitive communications.
• Anticipate scheduling, briefing, and preparation needs to maximize executive effectiveness.
• Organize and prepare (as needed) executive briefing materials, speaking notes, correspondence, and presentations.
• Act as a strategic thought partner by tracking priorities, commitments, and follow-ups.
• Support execution of organizational initiatives led by the CEO.

• Coordinate Board and Committee meetings, including agenda development, materials preparation, and logistics.
• In conjunction with the Communications department, prepare and distribute Board packages and maintain governance documentation.
• Record minutes and track action items, decisions, and follow-ups arising from Board meetings.
• Liaise professionally with Board members and executive leadership.

• Serve as a primary point of contact between the CEO and internal/external stakeholders.
• Manage sensitive communications with diplomacy and professionalism.
• Coordinate executive engagement with partners, government officials, and community leaders.

• Effectively manage and optimize travel arrangements for the CEO and any accompanying travelers in accordance with established practices.
• Manage Board and CEO budgets, all expense reporting and logistical planning.
• Support leadership team administration and coordination, including executive meetings, executive and board retreats, and planning sessions.
• Coordinate with both the Communications and Events & Hosting team on logistics of the AGM and other key organizational events.
• Monitor key deadlines, deliverables, and organizational priorities on behalf of the CEO.
• Streamline administrative processes to improve executive office efficiency.
• Know and understand the organization’s AV setup and provide basic AV troubleshooting during meetings.

• Handle highly sensitive and confidential information with absolute discretion.
• Manage executive correspondence and documentation.
• Maintain organized databases and records, and ensure secure information management practices.
• Administer the annual CEO Survey and compile results for sharing with the Board.

• 7–10+ years supporting senior executives, preferably at CEO, President, or C‑Suite level.
• Experience supporting Boards or governance processes strongly preferred.
• Demonstrated ability to operate with autonomy, sound judgment, and discretion.
• Demonstrated experience managing key personal and organizational relationships.
• Exceptional organizational and…