Executive Assistant to CEO

Finding the right fit goes both ways. We want someone who's excited to join our team, and we want you to feel confident that this is the right opportunity for you. We've intentionally created a detailed job description, so you know exactly what to expect from the role, our team, and our culture. Please read it in its entirety before applying.

Company Description

Hutton Safety Group (HSG) is a health and safety management consulting firm headquartered in Calgary, AB that is doing safety differently. HSG acts as the in-house, out-of-house health and safety department for 45+ companies spanning a range of industries with operations across North America.

We leverage technology to deliver effective and efficient HSE and transportation management systems that engage all levels within our clients’ organizations, ultimately fostering a culture focused on safety and data-driven decision-making.

Who We Are

We are a high-performing team that believes great work starts with great people.

We work hard, support one another, and genuinely enjoy collaborating. We value trust, accountability and continuous imporvement over hierarchy or ego.

Our environment is fast-moving. Priorities can shift quickly, and everyone is willing to jump in where needed. We believe in finding solutions, communicating openly, and taking ownership of our work.

Who You Are

You're someone who naturally takes ownership.

You don't wait to be told what needs attention, you notice it.

You're organized without being rigid, adaptable without becoming overwhelmed, and confident enough to make decisions while knowing when to ask questions.

You enjoy buiding systems, solving problems, and making life easier for the people around you.

Most importantly, you're someone people trust.

KEY RESPONSIBILITIES

Executive Support

• Manage the President’s complex calendar, appointments, and daily schedule
• Coordinate internal and external meetings, including agendas, logistics, and follow-up
• Prioritize competing requests and protect the President’s time by proactively managing scheduling conflicts
• Monitor emails and correspondence, drafting responses where appropriate
• Prepare meeting materials, presentations, and supporting documentation
• Attend meetings as required to capture notes, action items, and key decisions
• Track commitments and ensure follow-up items are completed

Administrative Operations

• Manage travel arrangements, accommodations, and itineraries
• Maintain organized digital files, records and documentation
• Prepare professional correspondence, reports, and proposals
• Assist with document formatting, proofreading, and quality assurance
• Support office administration and other executive support functions as required

Project Coordination

• Track projects and initiatives owned by the President to ensure deadlines are met
• Coordinate with internal team members to monitor progress on action items
• Identify potential bottlenecks
• Assist in developing and maintaining systems that improve workflow and organizational efficiency
• Support the implementation of new processes and operational improvements

Client & Stakeholder Coordination

• Serve as a professional point of contact for clients, partners, and vendors
• Coordinate client meetings and communications on behalf of the President
• Ensure clients receive timely, professional follow-up
• Assist in preparing materials for client meetings and presentations
• Maintain confidentiality while handling sensitive business information

You'll Thrive Here If You...

• Take initiative and enjoy solving problems
• Stay calm when priorities change
• Love organizing people, projects, and information
• Communicate professionally
• Think several steps ahead
• Enjoy creating efficient systems and processes
• Are dependable, accountable, and follow through on commitments
• Are humble, collaborative, and willing to help wherever needed

This Probably Isn’t the Right Fit If…

• You prefer highly structured days where priorities rarely change.
• You need frequent direction before getting started.
• You’re uncomfortable managing multiple competing priorities.
• You’re looking for a role focused solely on calendar management or administrative tasks.

Required Qualifications & Skills

• Minimum 2 years of experience in an administrative role
• Exceptional attention to detail and strong communication skills (both written and verbal).
• Proven ability to manage multiple projects and meet tight deadlines in high-pressure situations.
• Highly adaptable and able to thrive in a growing, fast-paced environment.
• Quick learner with the ability to master new software and technology efficiently.
• Proficient in email, phone, scheduling, and general administrative tasks.
• Consistently maintains a positive, professional demeanor that aligns with the Leadership Team.
• Self-motivated with a proactive mindset, takes initiative to improve processes and enhance efficiency.
• Strong desire for personal and professional growth, with a willingness to learn and evolve.

Benefits

• Casual dress
• Company events
• Dental care
• Disability insurance
• Extended health care
• Flexible schedule
• Life insurance
• On-site parking
• Paid time off

Schedule

• 8 hour shift
• Day shift

Work Location: In person

Application question(s)

• 1. Tell us about a time you anticipated a problem before it happened. What did you notice, and what did you do?
• 2. Describe a day when everything changed unexpectedly. How did you reprioritize?
• 3. What's a system or process you've created that made someone else's job easier?
• 4. What type of work environment brings out your best performance?
• 5. Why does this role interest you?

Work Location: In person