Executive Assistant to Chief Executive Officer

Executive Assistant to Chief Executive Officer

Join to apply for the Executive Assistant to Chief Executive Officer role at Motiv

Executive Assistant to Chief Executive Officer

Join to apply for the Executive Assistant to Chief Executive Officer role at Motiv

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Motiv is a digital innovation and venture building firm headquartered in Calgary, AB. We work with organizations across Canada and around the world, from ambitious startups to global corporates and government entities, to build new products, platforms, and ventures that drive the world forward.

Our work spans the full innovation lifecycle: from idea generation and strategic validation, through digital product development, to go-to-market launch. As an entrepreneurial, data-driven organization, we are deeply committed to building technologies and businesses that empower people and advance industries. Our clients and partners include corporate innovators, public sector leaders, research institutions, and venture-backed entrepreneurs.

At Motiv, you’ll join a team that is passionate about solving hard problems, moving fast, and creating lasting impact through technology and venture building.

The Opportunity

The Executive Assistant to the CEO plays an essential role in ensuring the CEO can operate at their highest level of impact. This position demands exceptional organizational ability, strong strategic thinking, and a high degree of professional maturity. You will be trusted to manage time, communications, operations, and research projects that support high-level decision-making across a global environment.

You will work closely with corporate executives, government stakeholders, investors, venture teams, and internal leadership, ensuring that interactions are seamless, professional, and strategically managed. You will also be a critical driver of operational excellence, synthesizing information, managing paperwork and reporting processes, preparing presentations, supporting office operations, and contributing to key initiatives across the company.

This is a role for someone who thrives in a fast-paced, high-trust environment, and who takes pride in being one step ahead, ensuring that the CEO’s focus remains on the priorities that matter most.

Key Responsibilities

Executive and Operational Support

– Optimize Time and Workflow: Proactively manage complex calendars across global time zones, prioritize competing demands, anticipate needs, and ensure thorough preparation for all meetings and engagements.

– Meeting and Communications Management: Coordinate meetings, prepare briefing documents, record detailed minutes, track action items, and manage follow-ups to maintain momentum.

– Document Preparation and Administrative Management: Draft, edit, and finalize executive-level correspondence, reports, applications, contracts, and presentations with precision and polish.

– Research and Synthesis: Conduct in-depth research, analyze data, and prepare clear, executive-ready reports that support strategic decision-making.

– Project Coordination: Support CEO-led initiatives by creating project plans, tracking milestones, and managing deliverables.

– Information and Records Management: Maintain highly organized filing systems (digital and physical) for confidential business and personal documents.

– Travel and Logistics: Arrange complex international and domestic travel, prepare detailed itineraries, and support logistics for meetings across multiple time zones.

Stakeholder and Relationship Management

– External Engagement: Act as a key point of coordination for high-value external stakeholders including corporate partners, government leaders, research collaborators, and venture investors.

– Professional Communications: Draft communications and manage follow-ups with internal and external stakeholders to sustain strong, productive relationships.

Office Management

– Office Operations Oversight: Maintain a high-functioning, clean, and well-organized office environment that reflects Motiv’s high standards.

– Supplies and Stocking: Ensure office supplies, technology, and amenities are consistently stocked and functioning optimally.

– Facility Coordination: Serve as the point of contact for maintenance requests, building management, vendors, and service providers, proactively addressing any issues.

– Environment Stewardship: Take pride in creating and sustaining a workspace that promotes productivity, professionalism, and positive energy for the entire team.

Personal and Life Management

– Life Administration: Assist with managing personal appointments, household administration, and family-related scheduling to ensure a seamless integration of personal and professional commitments.

– Expense Management: Track and reconcile business and personal expenses, ensuring timely and accurate reporting.

Who You Are

– Strategic and Proactive: You think several steps ahead, anticipate needs, and solve problems before they arise.

– Mature and Professional: You bring a high level of judgment, emotional intelligence, and discretion, honed by experience in executive environments.

– Superior Communicator: You are an exceptional writer and presenter, able to synthesize complex information clearly and craft communications that reflect the CEO’s voice.

– Analytical and Detail-Oriented: You have strong data analysis skills and can conduct research, evaluate information critically, and prepare high-quality summaries and reports.

– Highly Organized: You can expertly manage multiple priorities, deadlines, and projects simultaneously, without sacrificing attention to detail.

– Office Environment Champion: You take personal pride in ensuring the office environment is clean, professional, and optimized for excellence.

– Calm and Adaptable: You perform at a high level even in fast-changing situations, maintaining composure, focus, and control.

– Flexible and Global-Minded: You are willing and able to support the CEO across different time zones, with the flexibility to occasionally work evenings or weekends as needed.

Skills & Qualifications

– 5+ years of Executive Assistant or strategic support experience, ideally supporting a CEO or senior executive in a complex, fast-paced environment.

– Demonstrated experience managing international schedules and engagements across time zones.

– Exceptional writing, editing, and presentation development skills.

– Strong research and analytical capabilities, including experience synthesizing data into executive-ready insights.

– Advanced proficiency with Microsoft Office Suite, Google Workspace, and productivity/project management tools such as Notion or Slack.

– High degree of comfort handling confidential and sensitive information.

– Background in innovation, venture capital, technology, or public sector organizations considered an asset.

Why Motiv

At Motiv, we are committed to building a workplace that reflects the diverse, innovative world we want to create. We believe the best ideas come from bringing together people with different experiences, perspectives, and backgrounds. If you’re passionate about innovation, excellence, and meaningful impact, we encourage you to apply.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  
  

  Full-time

Job function

• Job function

  
  

  Administrative

• Industries

  Business Consulting and Services

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