Executive Assistant to CEO
Job in
Spruce Grove, Edmonton, Alberta, Canada
Listing for:
Thompson Bros. (CONSTR.) LP
Full Time
position
Listed on 2026-03-04
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin
-
Business
Office Administrator/ Coordinator
Job Description & How to Apply Below
Position: Executive Assistant to the CEO
Location: Spruce GroveThe Executive Assistant will be based in either Spruce Grove or Calgary, reporting to the Chief Executive Officer.
Position Summary:
The Executive Assistant provides high-level administrative, logistical, and coordination support to the Chief Executive Officer and the executive leadership team. This role is highly dynamic and requires exceptional organizational skills, discretion, and the ability to manage complex schedules, executive travel, major events, and ad-hoc initiatives. The Executive Assistant serves as a central point of contact for the executive team and supports internal and external engagements critical to the organization.
Key Responsibilities:
Executive and Leadership Support
Serve as the primary point of contact for the CEO and executive leadership team.Coordinate meetings for the executive team, including scheduling, logistics, agendas, and notetaking as required.Assist with the preparation of executive presentations, agendas, and briefing materials.Upload and manage executive-level and Board materials as required (e.g., Board packages).Travel and Expense Management
Coordinate domestic and international executive travel for the CEO and Vice Presidents, including flights, accommodations, ground transportation, and dining arrangements.Manage executive travel logistics for large groups when required.Prepare and reconcile CEO expense reports using Concur.Meetings, Events and Conferences
Organize off-site leadership meetings, including venue sourcing, travel, accommodations, agendas, and logistics.Plan and coordinate industry conferences and events, including registrations, travel, accommodations, client dinners, and on-site logistics.Support large-scale events and special meetings, including trade shows, executive visits, and international delegations.Assist with proposal development and research for executive meetings and events, including sourcing and evaluating venues, resorts, and vendors.Lead or support internal events such as the annual Christmas party, including hotel contracts, event orders, and coordination with vendors.Committee and Administrative Support
Participate in and support the Social Committee, including agenda preparation and meeting notes.Administer executive-level assets and programs, including professional sports season tickets.Manage off-site document storage and records coordination.Operational and Ad-Hoc Support
Provide flexible administrative support for one-off or evolving executive requests, recognizing the fluid nature of the role.Support additional executive functions as needed, which may include calendar management, mailbox monitoring, or drafting internal documents and procedures.Assist with internal gifting initiatives for employees, clients, and suppliers as required.Qualifications and
Experience:
10+ years of experience in an Executive Assistant, Senior Administrative, or similar role supporting senior executives.Proven experience coordinating complex travel, events, and executive-level meetings.Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.Exceptional attention to detail, discretion, and professionalism.Strong written and verbal communication skills.High degree of adaptability and comfort working in a role where priorities and requests may shift.Proficiency with Microsoft Office and expense management systems (e.g., Concur).Key
Competencies:
Executive presence and judgment.Confidentiality and discretion.Strong planning and logistics capability.Relationship management and stakeholder coordination.Proactive problem-solving.Flexibility and adaptability.Benefits (Full-Time Salary):
Competitive Salaries.Group Health Insurance Plan (Extended Medical and Dental).Registered Retirement Savings Plan (Employer Matching).Life Insurance and LTD Group Insurance.Discretionary Bonuses.Growth Opportunities.
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