The role
Job description
Markage is looking for a Executive Assistant to join our Canadian team in an on-site role based in Calgary, Vancouver, or Toronto. This role focuses on providing senior administrative, scheduling, communication, and operational support to executives. You will protect executive time, keep commitments visible, prepare information before decisions and meetings, and handle sensitive administrative work with discretion. The role requires judgment, anticipation, and consistent follow-through rather than simple calendar maintenance. You will work with executives, managers, finance, people operations, client-service teams, vendors, and other internal stakeholders. Clear communication, reliable follow-through, and careful work are expected. AI-assisted tools may be used for meeting preparation, summaries, scheduling support, document organization, research, travel planning, and administrative workflows. All AI-assisted work must be reviewed for accuracy, relevance, confidentiality, and fit before it is shared or used.
Essential duties
- Manage complex calendars, meeting priorities, appointments, reminders, and scheduling conflicts.
- Prepare agendas, briefing notes, presentations, documents, and meeting materials.
- Coordinate internal and external meetings, including participants, logistics, materials, and follow-up.
- Track executive commitments, decisions, action items, deadlines, and requested information.
- Draft or prepare routine professional correspondence and internal communications for review.
- Organize travel, itineraries, reservations, expenses, and supporting records when required.
- Maintain confidential executive, employee, financial, client, and business information.
- Support document preparation, approvals, signatures, filing, and record organization.
- Coordinate with internal teams and external contacts when information or action is required.
- Identify scheduling, information, or administrative issues early and resolve routine matters independently.
Essential requirements
- Experience supporting executives, senior managers, or complex administrative functions.
- Strong calendar, document, communication, follow-up, and prioritization skills.
- Ability to handle confidential and sensitive information with discretion.
- Advanced working knowledge of Microsoft 365, Google Workspace, and modern collaboration tools.
- Holds a valid Dex Professional Specialist Certification (DEX-PSP) in the Business & Office Operations domain.
Preferred qualifications
- Experience supporting more than one executive or senior leader.
- Experience with travel coordination, expenses, board or leadership meetings, or executive reporting.
- Diploma or degree in business administration, office administration, or a related field.