Executive Assistant- Job Description

Location: Calgary, AB (Hybrid with International Travel Required)
Recruitment Partner: Luminous Consultings
Type: Full-Time | Permanent
Start Date: ASAP
Confidential Search

About the Client

Our client is a fast-scaling Engineering, Procurement & Construction Management (EPCM) firm delivering renewable energy and infrastructure projects across Canada, Kenya, and the Caribbean. With an international footprint and a mission to build sustainable systems globally, the company is entering a critical phase of growth and operational alignment.

Role Overview

We’re seeking a highly trusted, high-performing Executive Assistant to support the CEO in managing strategic operations, communication, and travel between Calgary and Nairobi.

This is not a traditional 9–5 support role. The Executive Assistant will be expected to operate as a true right hand supporting high-level coordination, global travel, admin team oversight, and internal processes with full ownership and discretion.

This is a role for someone who doesn’t ask “What do you need me to do?” but sees the gaps, takes charge, and makes the CEO’s vision executable.

Key Notes

• Regular international travel required (Calgary ↔ Nairobi)
• Flexible work hours required to align with global operations
• Must be comfortable with occasional extended availability beyond office hours

Key Responsibilities

• Manage complex scheduling, travel, and calendar management for the CEO across time zones
• Provide executive-level administrative support and confidential documentation handling
• Prepare and review reports, memos, contracts, and presentations
• Track expenses, handle basic bookkeeping tasks, and coordinate reimbursements
• Support procurement and operations with vendor communication, documentation, and follow-up
• Coordinate and lead onboarding logistics for administrative hires as the team grows
• Identify and improve operational inefficiencies and admin workflows
• Build documentation and systems for consistency and scale
• Serve as a reliable liaison between the CEO and internal/external stakeholders

Ideal Candidate Profile

• 4–7 years in an Executive Assistant or Business Operations role supporting senior leaders
• Strong financial awareness (budgeting, expense tracking, basic bookkeeping)
• Excellent document creation, writing, and communication skills
• Operational thinker — sees processes, gaps, and efficiencies
• High EQ and discretion, with a proven ability to manage up
• Experience working in cross-border or multi-time zone environments
• Background in energy, engineering, construction, or international business is an asset
• Willingness and ability to travel internationally (must have valid passport)

What We Offer

• Direct partnership with a visionary CEO shaping global infrastructure delivery
• Opportunity to build and scale an admin function from scratch
• Global exposure across high-impact projects
• Purpose-driven team in a fast-growth environment
• Salary range: $70,000 – $90,000 CAD (commensurate with experience)
• Travel covered, tools provided, growth expected

How to Apply

This is a confidential search led by Luminous Consultings. If this sounds like the next step in your journey, apply directly or email recruitment@luminousconsultings.com with your resume and a brief note about why you’re a strong fit for this role.

Only shortlisted candidates will be contacted.

“Based in Calgary with travel to Nairobi. Salary $70K–$90K, growth opportunities, and direct partnership with a CEO shaping global projects.