Executive Assistant

Ecolab • Calgary, AB

1d • Onsite

About The Position

The Executive Assistant provides dedicated, high-level support to executive leadership, serving as a trusted business partner who enables executive effectiveness through exceptional organization, sound judgement, proactive coordination, and disciplined execution. Reporting to the Senior Executive Assistant, this role works in close partnership with assigned executives to manage executive priorities, optimize executive time, coordinate strategic meetings, stakeholder engagements, executive travel, and cross-functional initiatives. Acting as an extension of the executive, the Executive Assistant anticipates business needs, identifies risks and gaps before they become issues, proactively removes barriers to execution, and translates leadership priorities into coordinated action across the organization. This role plays a critical role in maintaining operational flow, strengthening communication and accountability, and enabling executives to focus on the decisions that matter most.

Requirements

• Postsecondary education or equivalent combination of education and experience.
• Five or more years supporting senior leaders in an executive administration capacity.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Legally authorized to work in Canada without sponsorship.

Nice To Haves

• Post Secondary Education in Business Administration, Office Administration, Communications or other related Diploma or Degree
• Experience managing internal comms, operations, and multi-team executive support
• Deep understanding of organizational dynamics and business priorities
• Manage working relationships in a manner that facilitates a positive corporate image, builds morale and supports co-operation
• Advanced professional interpersonal skills for interacting effectively with all levels
• Exceptional writing and editing abilities for professional communications and executive messaging
• Advanced organizational and prioritization skills in fast-paced, high-pressure environments
• Strong project and event planning skills—from concept to execution
• Discretion and professionalism in handling sensitive or confidential information
• Ability to lead through influence and collaborate effectively across teams
• Proactive mindset with a focus on solutions, service, and continuous improvement

Responsibilities

• Build trusted partnerships with assigned executives to understand priorities, working styles, and business objectives.
• Protect and optimize executive time through proactive calendar management aligned to business priorities.
• Anticipate needs, identify potential conflicts, and proactively remove barriers to execution.
• Exercise sound judgement in managing competing priorities, shifting demands, and sensitive situations.
• Serve as an extension of the executive while maintaining confidentiality, professionalism, and discretion.
• Coordinate leadership operating rhythms, recurring meetings, and strategic planning cadences.
• Prepare agendas, presentations, briefing packages, decision-support materials, and meeting documentation.
• Track action items, commitments, decisions, and deliverables, ensuring timely follow-through.
• Maintain visibility across executive priorities and proactively escalate risks, dependencies, or scheduling conflicts.
• Support cross-functional initiatives by coordinating stakeholders and driving progress toward key milestones and business priorities.
• Serve as a central coordination point between executives, leadership teams, employees, customers, partners, and external stakeholders.
• Build strong relationships across the organization to facilitate collaboration and effective communication.
• Coordinate executive participation in customer meetings, leadership sessions, business reviews, and strategic initiatives.
• Ensure stakeholders are aligned, prepared, and informed ahead of key meetings and business activities.
• Draft, edit, and format executive communications, presentations, leadership updates, and business correspondence.
• Coordinate content collection and stakeholder input while maintaining consistency, quality, and executive voice.
• Support communication initiatives led by executive leadership and the Senior Executive Assistant.
• Ensure communication materials are accurate, timely, professional, and aligned with organizational priorities.
• Coordinate complex domestic and international travel, including itineraries, logistics, documentation, and contingency planning.
• Manage executive meeting logistics from planning through execution.
• Coordinate customer visits, leadership meetings, workshops, and executive events.
• Ensure executives are fully prepared through comprehensive briefing materials, agendas, and logistical readiness.
• Identify opportunities to improve administrative processes, executive workflows, and team effectiveness.
• Recommend improvements that increase efficiency, consistency, and service delivery.
• Support the evolution of Administrative Services through knowledge sharing, documentation, and process standardization.
• Contribute to a collaborative, high-performing administrative team that delivers exceptional executive support.

Benefits

• Vacation and flex days
• Paid company-wide shutdown during the holiday season
• Comprehensive benefits including Dental, Drugs, Optical, Paramedical and Health Spending
• Retention rewards like “The Big Coffee Break” that reward tenure with additional vacation time and a monetary bonus
• Company-funded RRSP contributions

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree