Our client is looking for an experienced Executive Assistant (EA) to serve as the CEO’s trusted operational partner. The position manages the CEO’s time, tasks, relationships, information and communication so that he can lead with full presence. Importantly, the position operates well beyond traditional administrative support. This is a thought-collaborator role: the EA is expected to hold context across the company’s most consequential files and to be trusted to carry the CEO’s intent into rooms he cannot be in. This is an exciting opportunity to join a small but growing team in a values-based company. You will act as a bridge between the CEO and internal and external parties – often as the first and most consistent point of contact.
This is a growing company that seeks to implement strong practices and processes through systems, software and AI. As such, the ideal candidate is flexible, adaptable, and able to grow and evolve with the company’s changing needs, and adept at using AI and new technologies to maximize operational efficiency.
The successful candidate possesses high-level, critical and strategic thinking; experience in and/or knowledge of the carbon market, mission-driven business, government relations and/or Indigenous communities; is highly collaborative; has effective and respectful people skills; is a team player who is also able to work independently; has strong organizational skills; is detail oriented; is an excellent time manager; is able to prioritize and adapt according to needs; and handles sensitive data and confidential information with discretion.
KEY RESPONSIBILITIES
Strategic
Strategic counsel – prepare the analysis, options and trade-offs behind consequential decisions. Pressure-test the CEO’s thinking and offer an independent point of view before positions are settled.- Proxy – represent the CEO in internal and external settings, with the judgment to know when to speak on his behalf, when to listen and report back, and when to escalate. This requires earning the confidence of the CEO’s counterparts as much as the CEO himself. The EA will attend meetings in the CEO’s place, prepare and deliver briefings, draft correspondence and positioning documents under his name, and manage commitments made on his behalf, including taking authorized action during the CEO’s absence.
- Negotiations – track and support negotiations across federal, provincial and territorial governments: maintain the institutional memory of what was said, by whom and when; prepare the CEO with a clear read of the counterparty’s constraints and incentives; and manage the follow-through that determines whether a commitment becomes an agreement.
- Policy and analysis – read, summarize and interpret policy papers, consultation documents, protocols and commercial terms, and identify what matters to the company and what the CEO needs to know.
Stakeholder Relations
Apply good judgment to triage incoming queries in a timely manner and serve as a liaison between the CEO and employees, government and industry representatives, Indigenous leaders and groups, community representatives, the general public, partners and other stakeholders – respectfully and effectively.- Facilitate communications, information flow and working relationships between the CEO, communications team, employees, and other partners.
- Support the CEO’s relationships with Indigenous leadership and the partner Nations, understanding that these are long-horizon relationships built on consistency, follow-through and cultural humility – not stakeholder management.
- Represent the CEO’s office with cultural sensitivity and professionalism
Executive Assistance
- Provide high-level and effective administrative support to the CEO by filtering internal and external demands
- Research and prepare briefings and reports, and ensure the CEO is fully prepared for meetings, appointments, conferences and speaking engagements, with all relevant documents, agendas and background required.
- Organize the CEO’s calendar, clarifying priorities.
- Pro-actively follow up action items with all internal and external parties to ensure tasks are completed by the agreed-upon deadlines.
- Attend/travel with CEO to meetings, events, or conferences.
- Coordinate and book all travel arrangements and prepare travel itineraries.
- Sort and prioritize correspondence, ensuring that time-sensitive items are highlighted and brought to the CEO’s attention. Follows up on critical or time-sensitive messages.
- Work to track and advance key initiatives undertaken or assigned by the CEO.
- Support the CEO to provide timely support, recognition and performance feedback to his direct reports as needed.
Administration
Provide accurate document management support by composing and/or editing correspondence, presentations, memoranda, contracts, proposals and reports – including highly confidential material – for the CEO’s approval.- Maintain the CEO’s electronic and paper filing systems to ensure easy retrieval of all documents.
- Oversee the CEO’s budget lines and monitor expenditures against budget.
- Reconcile the CEO’s expenses to include travel claims, out of pocket expenses, credit card reconciliation and credit card receipts, with appropriate coding.
- Provide recommendations, develop, and refine administrative procedures, to continuously improve systems using technology to streamline processes for the CEO.
- Continuously expand professional knowledge and hone skills in order to enhance individual and team innovation and productivity.
- Coordinate with IT for tech support and regular data backups.
- Contribute to annual goal setting for the organization.
Other Duties
In addition to the above, the EA may be required to perform other tasks that are reasonably within the scope of the duties in the job description and role.
EDUCATION / EXPERIENCE
Required
- 5+ years of senior administrative, executive support or chief-of-staff experience, including at least 2 years supporting C-suite leadership
- 1+ years of experience in expense management (e.g., reporting, reconciliation, processing)
- Excellent written and spoken English
- Post-secondary education in business or office administration, public policy, environmental studies, or a related field – or an equivalent combination of education and work experience
- Ability to read and synthesize policy, technical and commercial documents – consultation papers, protocols, term sheets – and quickly identify what matters to the organization
- Political acuity: an instinct for how governments, Nations and counterparties make decisions, and for what can and cannot be said in a given room
- Deep, respectful understanding of – or a demonstrated commitment to develop – Indigenous governance structures, consultation and consent frameworks, treaty and rights context, and reconciliation and rights-based approaches
- Good judgment and discretion, including the ability to handle sensitive information carrying significant consequences for the partners and projects
- “Growth” mindset and enthusiasm to learn new skills
- High proficiency in AI and software (e.g., Microsoft Office applications, Zoom, HubSpot/CRMs, agentic AI etc.)
- Excellent and collaborative people and communication skills
- Diplomatic
- Highly organized and detail oriented
- Able to prioritize tasks and adapt to changing priorities in a growing and evolving environment
Preferred
- Lived or professional experience working with or within Indigenous organizations, governments or communities, or in other cross-cultural environments
- Experience in environmental, mission-driven business and/or carbon sector
- Experience in corporate sector
- Strong personal interest in and commitment to the mission and values of the organization
Benefits:
Competitive and extended health care coverage, RRSP with 6% employer match, 3-weeks’ vacation leave, 1-week Cultural Family leave, 2-weeks paid leave during winter holidays, 1-day birthday leave, $1,000/year professional development, $140/month cell phone plan reimbursement.
Travel:
Potential for travel, including to partner communities
Salary:
$85,000 to $125,000 per year, depending on experience
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