Executive Assistant

Executive Assistant

Always apply through our website:
https://www.podmarketinginc.com/careers/. We will reach out by email if you are selected for the next step. Either way, we appreciate your interest and the time you spent getting to know us.

Who Are You?

You are comfortable working closely with senior leaders, juggling multiple priorities, and adapting quickly as plans change. You can confidently support and challenge when needed, including knowing when and how to say no. Last minute requests and shifting priorities do not throw you off. They energize you. You see change as opportunity, not disruption, and you are at your best when the day does not go exactly as planned.

You are highly organized, calm under pressure, and naturally proactive. You take pride in being the person who brings structure, clarity, and follow through to complex work. You notice details others miss, anticipate needs before they arise, and are trusted to handle sensitive information with discretion.

You take your work seriously and hold a high bar for professionalism, while also knowing how to have fun and unwind with the team. You are just as comfortable hosting meetings in a boardroom as you are hosting meetings over drinks at happy hour, building relationships without losing focus or follow through.

You do not wait to be asked. You see what needs to be done and take care of it.

What's The Role?

This is a true right hand Executive Assistant role supporting the CEO in a fast paced, growth oriented organization. You are responsible for managing the flow of the CEO’s day, bringing structure, follow through, and momentum to both immediate priorities and longer term initiatives. This is a full-time in office role based out of our Stephen Ave office.

You will manage a complex calendar, screen and prioritize communication, prepare the CEO for meetings, track action items, and follow up with stakeholders to ensure things actually get done. A big part of your job is protecting the CEO’s time and attention so energy is spent on the highest value work.

You will also play a key role in keeping the day running smoothly in more practical ways. That includes everything from making sure meeting rooms are properly set up to occasionally dropping what you are doing for a walk down Stephen Ave to grab coffee or lunch. If the CEO is fed, caffeinated, organized, and prepared, you are doing your job well.

Priorities will shift, requests will come in last minute, and no two days will look the same. That is part of the role and part of what makes it interesting. You are expected to adapt quickly, use good judgment, and keep things moving without needing constant direction.

Responsibilities

Executive & Administrative Support

• Manage the CEO’s calendar with a strong focus on prioritization, time protection, and realistic scheduling
• Monitor, triage, and respond to emails on behalf of the CEO, escalating only what truly requires attention
• Coordinate travel logistics including flights, accommodations, transportation, and detailed itineraries
• Book meetings, restaurants, and events as required, adjusting plans as priorities shift
• Prepare agendas, briefing notes, background materials, and presentation decks in advance of meetings
• Create and update presentation decks and PowerPoint materials on behalf of the CEO as needed
• Act as the primary point of contact between the CEO and internal and external stakeholders

Meeting Execution & Follow Through

• Attend select meetings alongside the CEO to take clear, structured notes
• Capture decisions, action items, owners, and deadlines, and follow up with stakeholders on behalf of the CEO
• Maintain running task lists tied to CEO priorities and initiatives
• Proactively follow up with stakeholders to ensure commitments are completed
• Help ensure meetings lead to action, not just discussion

Project & Stakeholder Coordination

• Own and manage small to mid sized projects on behalf of the CEO
• Gather updates and input from internal leaders and external partners ahead of decisions
• Coordinate across teams to keep initiatives moving forward
• Organize and synthesize information into concise summaries for executive review
• Support planning and execution of offsites, leadership meetings, and special initiatives

Judgment, Discretion & Professionalism

• Handle sensitive and confidential information with discretion and care
• Exercise strong judgment in communication, prioritization, and decision making
• Represent the CEO and the organization professionally at all times

Required Experience & Skills

• Legally able to work in Canada and located in Calgary, AB.
• Bachelor’s degree or diploma in Business Administration, Communications, or a related field, or equivalent corporate work experience.
• 5+ years of experience as an Executive Assistant or in a senior administrative support role
• 2+ years of experience in customer service or hospitality is an asset.
  
• Experience supporting a CEO, founder, or senior executive in a fast paced environment
• Strong written and verbal communication skills, with the ability to represent an executive clearly and professionally
• High level of organization and attention to detail, even when priorities shift or plans change
• Proven track record of ownership, quality execution, and reliable follow through
• Strong judgment and discretion when handling sensitive or confidential information
• Comfortable working closely with senior leaders and external partners, including confidently pushing back or saying no when needed
• Proven ability to manage competing priorities and last minute requests without losing follow through
• Experience preparing executive ready presentations, briefing materials, and Google Slide decks
• Strong technical skills, including Google Workspace, Microsoft Office, calendars, and task management tools
• Full-time in office availability required
  

Who is POD Marketing?

POD Marketing is a full-service agency that works across marketing, consulting, and HR to help clients solve real business challenges.

Behind that work is an incredible group of people. We put just as much care into supporting our team as we do our clients, creating an environment where people feel trusted, supported, and inspired to do their best work. This role is part of our Corporate Services team at Head Office, the group that keeps POD running smoothly by supporting HR, Learning and Development, Finance, IT, and Company Culture across all divisions.

At POD, culture isn’t about perks (though we have those too). It’s about how you feel at work: accepted for who you are, encouraged to grow, and surrounded by people who want to see you succeed. That approach has earned us multiple awards, including recognition as one of Canada’s Most Admired Corporate Cultures.

To learn more about our culture, watch this video: https://youtu.be/1WZ8tAnATNs, visit the POD Marketing YouTube channel and check out our reviews on Glassdoor.

What's in it for You?

At POD Marketing, we work hard, have fun, and genuinely support each other. We believe people do their best work when they feel valued, trusted, and balanced; and we’ve built an environment that makes that possible.

You’ll enjoy three weeks of paid vacation, twelve flex days, a Passion Day to spend however you choose, and a company-wide day off called MeMonday to prioritize mental health. We offer twenty-six hours of paid volunteer time each year, and a comprehensive benefits package that includes health, dental, vision, and spending accounts.

Growth and development are part of life here. You’ll have access to mentorship, leadership programs like LEAD, and ongoing learning opportunities designed to help you grow your skills and career. You’ll also have regular one-on-one check-ins, quarterly performance conversations, and a culture of continuous feedback that keeps you supported and clear on expectations.

Our downtown Calgary office is bright, modern, and stocked with good coffee, snacks, and great people. We offer discounts with local vendors and a culture that’s collaborative, energetic, and built on trust and respect.

How to Apply

At POD, we believe “that most job requirements and conceptual knowledge are easily trainable. But you can’t teach drive, ambition, or passion.” (Take a look at this article, Finding Your Unicorn, written by our President, Kevin Wilhelm). Our hiring managers consider alignment with our core values and passion for our company culture to be as valuable as experience and education. 

Finding the right fit is important to us, and we put real care into reviewing applications. This is your chance to show us who you are: your voice, your attention to detail, and your excitement about joining the team. Take a few extra minutes to help us see why this opportunity is the right fit for you.

We often see strong candidates miss out because of preventable issues like missing cover letters, referencing the wrong job title or company, or submitting unedited AI-generated content. We encourage the use of AI to streamline your process, but your application should still reflect your voice and accuracy. If this role excites you, let that show in how you apply.

A few tips to stand out:

• Submit an up-to-date resume that highlights the skills and experience we are looking for
• Include a personalized cover letter or a video cover letter (one is required, both are not necessary)
• Share why this specific role excites you and how your background connects to it
• Make sure your application is error-free (especially the basics like company name and job title)
• Answer the application questions with intention. Your responses don't need to be long; quality over quantity matters!
• If you use AI, review and edit so it sounds like you and is factually correct (no - passion and innovation are not our core values, no matter what ChatGPT tells you)
• Review the posted salary range before you apply and make sure it aligns with what you’re comfortable with
• If you choose to submit a video cover letter, keep it short and engaging (under 2 minutes, please!)

Always apply through our website: https://www.podmarketinginc.com/careers/. We will reach out by email if you are selected for the next step. Either way, we appreciate your interest and the time you spent getting to know us.

At POD Marketing, we believe in creating an inclusive work environment, which is why we’re proud to be an equal opportunity employer. We consider and evaluate all qualified candidates based on their qualifications without discrimination based on race, colour, religion, age, gender, sexual orientation, gender identity, genetic information, national origin, disability, veteran status, or any other legally protected characteristics.