Executive Administrator

Rohit Group•Calgary, AB

17d

About The Position

The Executive Administrator provides high-level administrative and operational support and ensures day-to-day priorities and operations run smoothly and efficiently. This role requires a highly organized, proactive professional who can manage multiple priorities, coordinate internal and external engagements, and anticipate needs while maintaining a high level of discretion, accuracy, and attention to detail.

Requirements

Exceptional organizational and time-management skills.
Ability to manage multiple priorities with strong attention to detail.
High level of discretion and professionalism when handling confidential information.
Strong communication and coordination skills.

Responsibilities

Manage complex calendars, including scheduling meetings, interviews, and external engagements.
Coordinate and prioritize appointments to align with organizational priorities.
Provide daily calendar management and adjust schedules as needed.
Coordinate logistics for meetings, travel, and external commitments.
Coordinate Executive Leadership and Investment Committee meetings.
Manage calendars and scheduling for leadership participants.
Circulate pre-reads and meeting materials in advance.
Record and distribute meeting minutes.
Provide additional administrative support as required.
Coordinate scheduling, meeting rooms, catering, and travel arrangements.
Collect and distribute required meeting documentation.
Record meeting minutes and support follow-up actions.
Assist with planning and coordination of external events.
Manage event logistics, schedules, travel arrangements, and required materials.
Coordinate with internal teams and external partners to ensure seamless participation.
Arrange detailed travel itineraries, accommodations, and transportation.
Coordinate schedules and logistics related to travel commitments.
Assist with select personal scheduling and logistical coordination related to travel when required.
Process documentation, payments, and coordination with external consultants.
Provide general administrative support as requested.
Provide backup support for reception duties when required.
Perform other related duties as assigned.
Maintain overall office organization, cleanliness, and functionality to ensure a professional and efficient work environment
Monitor, order, and restock office supplies, kitchen items, and equipment as needed while managing vendor relationships
Coordinate office maintenance, repairs, and service appointments with building management and external providers
Oversee mail distribution, shipping/receiving, and document handling processes
Support onboarding logistics, including workspace setup, supplies, and coordination with IT or facilities
Assist with planning and execution of internal meetings, events, and team activities
Track office-related expenses and support budget management and reporting