Executive Assistant & Volunteer Lead

Cult Collective Ltd.•Calgary, AB

1d•Hybrid

About The Position

This role serves as the operational layer between two senior leaders, the President and Chief Revenue Officer, ensuring their time is protected, intentions are translated into actions, and critical tasks are not overlooked. The position also involves full ownership of the volunteer program, from recruitment to post-event wrap-up. It is described as a chief-of-staff-adjacent role requiring judgment, strong writing skills, and AI fluency, rather than a simple coordinator position.

Requirements

3+ years supporting senior leaders in an EA, chief of staff, or senior operations role.
Experience supporting more than one leader simultaneously.
Working knowledge of Claude, Notion, Slack, Google Workspace.
Comfort with HubSpot or a comparable CRM.
Comfort with Motion or a comparable project management tool.
Strong writing skills, capable of drafting partner emails, internal briefs, and team updates efficiently.
Post-secondary education in business, communications, event management, or equivalent work experience.
Must be Calgary-based.
Must be able to work in the office 4 days a week.

Nice To Haves

Event, festival, podcast, or hospitality coordination experience.
Experience leading a team or volunteer program is preferred.
AI fluency in practice, using tools like Claude and Notion as daily work components.
Systems thinking approach to identify and replace manual processes.
Ability to remain calm with multiple tasks and responsibilities.
Warmth and discretion in handling sensitive information and stakeholders.
Proactive and forward-thinking attitude, eager to learn and share new information.

Responsibilities

Manage calendars across multiple time zones for the President and Chief Revenue Officer.
Triage inboxes, prioritize, and handle or surface items requiring leader attention.
Prepare pre-meeting briefings and post-meeting follow-ups with owners and deadlines.
Coordinate all travel arrangements, including flights, hotels, ground transport, itineraries, and restaurant bookings.
Manage and reconcile expense reports for both leaders on a weekly basis.
Draft emails, partner outreach, and internal updates in the company's voice.
Maintain a comprehensive stakeholder file with contact information, history, last interaction, and open follow-ups.
Serve as the primary point of contact for partners, speakers, sponsors, and VIPs, setting a positive tone for interactions.
Handle inbound requests promptly and efficiently.
Coordinate across the team to prevent leaders from becoming bottlenecks in relationship management.
Ensure partner experience is maintained during key events like festival week and retreats.
Utilize AI tools like Claude for tasks such as generating meeting transcripts into strategy briefs, drafting leadership updates, emails, financial summaries, and conducting research.
Manage Notion as the operating system, ensuring databases are clean, SOPs are current, and project dashboards are maintained.
Maintain clean HubSpot data, including current contacts, accurate pipeline information, and logged follow-ups.
Build workflows to eliminate manual steps and improve operational efficiency.
Maintain the prompt library and shared context documents for the senior leaders.
Prepare weekly reports and dashboards.
Stay updated on useful AI and tooling advancements and integrate them into team processes.
Support Operations and Production leads with cross-functional deadlines and workback schedules during the festival.
Manage logistics, briefs, and stakeholder coordination for Experience Labs and pop-up activations during retreats.
Handle guest scheduling, prepare materials, and manage asset handoffs for the podcast.
Create and maintain run-of-show documents, contact sheets, and logistics grids.
Own the recruitment, screening, and onboarding process for festival volunteers.
Maintain, improve, and update the volunteer handbook, role-specific SOP cards, and training materials.
Manage all volunteer communications from application to post-event thank you.
Schedule and assign volunteer shifts across various departments (hospitality, production, VIP, registration, content).
Coordinate day-of volunteer deployment with Operations and Production.
Track volunteer show-up rates and satisfaction, aiming for continuous improvement.
Achieve year-one targets of 95% show-up rate and 90%+ volunteer satisfaction.
Build a volunteer program that fosters a sense of belonging and encourages return participation.