Executive Assistant

WCD helps organizations rethink their back-office operations. As a leader in back-office optimization, we turn the back office into a driver of data intelligence, business growth, and competitive advantage. Our approach connects people, process, data, and automation—eliminating low-value, repetitive tasks, accelerating workflows, improving accuracy, unlocking insights, and freeing your team to focus on what truly moves the business forward.

Our solutions include managed back-office services, automated digital document delivery platform, and AI-driven digital mailrooms—backed by a team with expertise in outsourced print management, document scanning & imaging, workflow automation, and enterprise content management. We support key functions across the mailroom, accounting, operations, records management, and reception.

Over seventy years strong—and still helping organizations work smarter and move faster.

As we continue to evolve in a digital-first world, we seek an Executive Assistant & Office Administrator who can seamlessly blend executive support, office operations, and reception duties to ensure a positive and efficient workplace.

About the Role

WCD is seeking a highly personable, professional, well-organized, and tech-savvy Executive Assistant & Office Administrator to support our executive team while overseeing the daily administrative functions in our head office. This role requires an outgoing and confident professional who is skilled at handling confidential information, managing executive communication, coordinating meetings, and ensuring an exceptional front-office experience for clients and visitors. Experience with corporate communications, event management and marketing coordination is considered an asset.

In a world where technology is impacting everything we do, we are looking for an individual who can bridge supporting mature executives who still rely on traditional paper based processes while leveraging technology to support the next generation of leadership.  The role embraces technology and incorporates proven techniques and systems for managing executive calendars and email communication within Microsoft office.

What We Are Looking For:

We are seeking an experienced and confident executive assistant who enjoys coming to work at an office.  The successful candidate will support 5 senior executives (CEO, CFO, 2X VPs and the company Chairman) and provide light reception duties. 

Our ideal candidate: 

• Brings an approachable, friendly demeanor and genuinely enjoys working with people
• Demonstrates polished, professional written and verbal communication skills
• Is confident and poised when interacting with senior leaders, clients, and external stakeholders
• Is highly trusted with confidential information and consistently demonstrates discretion, integrity, and professionalism
• Thrives in a fast-paced environment with the ability to multitask, prioritize effectively, and stay organized in the face of competing priorities
• Has exceptional attention to detail, ensuring accuracy in scheduling, correspondence, and administrative tasks
• Is highly proficient with Microsoft 365 (Outlook, Word, Excel, PowerPoint), SharePoint, and Adobe Acrobat
• Has experience with Google Workspace; familiarity with HubSpot or Salesforce is considered an asset
• Is comfortable using modern AI tools such as ChatGPT, Copilot, or similar technologies to enhance productivity
• Demonstrates a proactive mindset, anticipating needs, identifying issues, and taking initiative to resolve them
• Thinks strategically and applies strong problem-solving skills in day-to-day situations
• Has experience coordinating executive travel, meetings, and corporate events
• Is a team-oriented professional who is willing to pitch in when needed, including hosting clients, supporting meetings, and helping maintain a polished office, boardroom, and kitchen environment

Key Responsibilities:

Executive Support

• Provides high-level administrative and operational support to senior executives, including email management, calendar coordination, meeting scheduling, travel arrangements, and document preparation
• Drafts and manages professional business correspondence, including formal letters and mail merges for labels and addresses
• Manages electronic Outlook calendars while coordinating with physical/paper appointment books for the Chairman and CFO
• Serves as a primary point of contact and trusted liaison between executives and internal and external stakeholders
• Prepares executive-level reports, presentations, and correspondence on behalf of leadership
• Proactively manages and prioritizes incoming requests, ensuring timely responses, follow-through, and appropriate escalation
• Oversees incoming and outgoing mail, courier, and shipping/receiving requests
• Prepares and submits executive expense reports in accordance with accounting and company policies
• Assists with special projects, strategic initiatives, and sensitive or confidential matters as required
• Provides administrative support to the marketing team, including tracking marketing event RSVPs, nametags and assisting with event activation planning and execution.

Office Administration & Reception

• Oversees daily office administration, ensuring a well-organized and efficient workplace.
• Is competent in setting up a boardroom and managing audio/visual technology
• Serves as the first point of contact for visitors, clients, and vendors, providing a professional and welcoming reception experience (manages visitor passes), and is comfortable asking questions to ensure calls are routed to the appropriate person.
• Manage office supplies, printer/copying equipment, and basic facility needs, coordinating maintenance and vendor relationships.
• Keeps executive kitchen clean, organized and appropriately stocked with coffee, snacks, drinks
• Supports and routes incoming customer calls through a dedicated toll-free number
• Supports HR and IT teams with onboarding new employees, coordinating workspace setup, and managing office technology needs.
• Handles incoming and outgoing correspondence, including mail, couriers, and digital communications.
• Maintains strong relationships with vendors and suppliers
• Assist with event planning, including executive meetings, employee gatherings, and company functions; serves guests lunch and coffee as required

Technology & Process Optimization

• Utilizes digital tools and automation to enhance administrative efficiency.
• Interested in learning new skills and adopting new admin/office technology
• Maintain executive and office productivity by implementing and managing collaboration tools, filing systems and assists with purchasing
• Support executives with technology troubleshooting and optimizing the use of digital resources (including phone system and online customer ordering).
• Manages document filing systems, ensuring compliance with data security and confidentiality policies.

Professional Experience

• 5–10+ years of progressive experience as an Executive Assistant or Senior Administrative Professional
• Direct experience supporting multiple senior executives (CEO, CFO, VPs, Chair or Board members)
• Proven exposure to executive-level decision-making environments, not just task-based admin work
• Experience working in a professional corporate office (mid-sized to large organization)
• Has served as a front-facing representative of the organization (reception, client-facing admin, office coordinator)

Working Environment:

This position is based at WCD's head office in Calgary, Alberta.  The role is situated at a main reception desk in close proximity to the executive offices. The corporate work environment is described as dynamic, professional, entrepreneurial, collaborative, high velocity, responsive, collegial, and team oriented.  

Our Benefits:

At WCD we offer a structured career path and excellent team environment, our employees enjoy a variety of benefits including:

1. 
   
2. • Competitive compensation plan
   • Generous paid holidays and personal days
   • Competitive benefits plan
   • Modern offices in the heart of Inglewood
   • Parking spot (if available)

Join WCD to grow your career, expand your knowledge, and become part of a fun team committed to customer success.