Executive Assistant (EA)

Falk Built Ltd•Calgary, AB

12h

About The Position

The Executive Assistant (EA) is a trusted administrative partner who works closely with the Chief of Staff to provide exceptional executive support to the CEO and President. This is a highly visible role that serves as an extension of the Executive Office, helping to ensure the seamless coordination of executive priorities, daily operations, and key organizational initiatives. As a member of Falkbuilt's Concierge team, the EA plays an integral role in creating exceptional experiences for executives, employees, clients, partners, investors, board members, and visitors. The successful candidate is a highly organized, proactive, and discreet professional who anticipates needs, exercises sound judgment, and thrives in a dynamic, fast-paced environment. Working collaboratively with the Chief of Staff, the EA coordinates complex schedules, executive communications, travel, events, and administrative operations while ensuring every interaction reflects Falkbuilt's commitment to professionalism, hospitality, and excellence. As Falkbuilt continues to grow and evolve, this role will adapt to support changing business priorities, new technologies, and innovative ways of working while continuing to deliver exceptional executive support and contribute to the success of the Executive Office.

Requirements

Absolute discretion and confidentiality.
Exceptional organizational, time management and project coordination skills.
Ability to anticipate needs and proactively solve problems.
Outstanding attention to detail and accuracy.
Excellent written and verbal communication skills.
Strong judgment, professionalism, and executive presence.
Ability to manage multiple priorities while remaining calm under pressure.
Tech-savvy and willingness to leverage AI and digital tools to improve efficiency.
Collaborative mindset with a high standard, service-oriented approach.
5+ years of experience supporting senior executives or C-Suite leaders in an Executive Assistant / Executive Administrator role.
Demonstrated experience managing complex calendars, travel, executive communications, and confidential information.

Nice To Haves

Advance experience using modern business systems and productivity tools (e.g., Microsoft 365, project management platforms, AI-enabled productivity tools) is considered an asset.

Responsibilities

Maintain the highest level of confidentiality in all business and personal matters.
Manage complex calendars for the CEO and President, balancing changing priorities and competing demands.
Support the Chief of Staff in coordinating executive priorities and day-to-day workflow.
Coordination of key deadlines and major business events will be managed along with meetings, appointments, and executive schedules while ensuring appropriate preparation and follow-up.
Assist the Chief of Staff in drafting, proofreading, editing and formatting executive communications, presentations, reports, and correspondence as needed.
Take the lead in welcoming and hosting clients, partners, investors, board members, and visitors while providing an exceptional hospitality experience.
Coordinate meeting logistics, technology requirements, catering, and room preparation.
Support in domestic and international travel arrangements, accommodations, itineraries, transportation and travel documentation for executive, employees and clients.
Prepare expense reports, corporate credit card reconciliations, and administrative documentation.
Maintain executive files, records, and confidential documentation.
Assist with administrative coordination for special projects and organizational initiatives.
As part of the Concierge team, the EA will help in coordinating company events, client meetings, and internal functions.