Job Title

Heavy is a Calgary-based creative design-build company that specializes in placemaking, public art, and architectural features. Working closely with architects, artists, developers, and contractors, Heavy helps bring bold ideas to life through custom-designed features that transform public spaces and buildings.Founded in 2003, Heavy has grown into a multidisciplinary team of creatives, designers, fabricators, and project professionals who collaborate to deliver iconic installations and architectural elements. With 1,000+ completed projects, the team combines creative vision with technical expertise to turn complex ideas into memorable, real-world experiences.From public art and sculptural installations to architectural features and landscape elements, Heavy partners with clients from concept through fabrication and installation to create projects that connect people to the spaces around them.We are looking for a highly organized and proactive Executive Assistant to support senior leadership in a fast-paced, collaborative environment.This role will primarily support a senior executive and play a critical role in helping manage priorities, streamline communication, and ensure key initiatives move forward efficiently. The ideal candidate is confident, detail-oriented, and comfortable taking initiative to keep work on track.This position offers a dynamic blend of responsibilities, with approximately 80% focused on executive support to the founder and 20% dedicated to office coordination and operations.Our team consists of approximately 50 employees, and we operate in an environment that is highly collaborative, innovative, and constantly evolving.Key ResponsibilitiesExecutive Support (80%)You will act as a trusted partner to senior leadership, helping manage priorities and ensuring that important work moves forward efficiently.Calendar & Schedule ManagementManage a complex, meeting-heavy executive calendarCoordinate internal and external meetings across multiple stakeholdersPrioritize scheduling requests and manage conflictsAct as a gatekeeper for executive time and communicationsMeeting CoordinationSchedule meetings and prepare agendas, presentations, and briefing materialsCapture meeting notes and track action itemsFollow up with stakeholders to ensure accountability and progressCommunication & CoordinationServe as a key liaison between leadership and internal teamsCommunicate updates, requests, and follow-ups on behalf of leadershipEnsure key priorities and commitments remain visible and organizedTask & Priority ManagementTrack open action items, approvals, and commitmentsMaintain visibility on key initiatives and follow up on outstanding tasksProactively identify gaps, risks, or missed steps and elevate when neededTravel CoordinationPlan and coordinate executive travel (approximately once per quarter)Arrange flights, accommodations, transportation, and itinerariesManage travel-related expense reportingExecutive PartnershipMaintain regular check-ins with leadership to stay aligned on prioritiesAnticipate needs and proactively address administrative and operational requirementsSupport leadership initiatives and operational priorities as neededOffice Operations (20%)This role also supports the organization and efficiency of the office environment.Responsibilities include:Improving office organization and administrative systemsImplementing labeling, storage, and workspace organization improvementsMonitoring and ordering office suppliesCoordinating with cleaning and facilities service providersIdentifying opportunities to improve administrative processes and office operationsThe goal is to help create an organized, efficient environment that supports the broader team.What Success Looks LikeThe successful candidate will demonstrate:The ability to build trust with leadership and team membersStrong judgment when managing priorities and executive timeA proactive approach to identifying problems and implementing solutionsThe confidence to follow up and ensure tasks and commitments are completedThe ability to stay organized and calm in a dynamic environmentRequirements5+ years of experience in an Executive Assistant, Senior Administrative, or Office Manager rolePost-secondary education is considered an assetStrong technical proficiency with Microsoft Office and digital collaboration toolsExceptional organizational and time management skillsStrong communication and interpersonal abilitiesHigh level of professionalism and discretion when handling sensitive informationProven ability to manage multiple priorities in a fast-paced environmentStrong problem-solving ability and sound judgment #J-18808-Ljbffr