Current jobs related to Executive Assistant to the CEO - Saskatoon, Saskatchewan - OptimaHR

Discover Saskatoon is the city's destination management and marketing organization. We are a passionate and collaborative team that celebrates the people, experiences, and businesses that make our city remarkable. By sharing Saskatoon's stories with the world, we build community pride, attract visitors, and strengthen the local economy.As the internationally accredited destination management organization for Saskatoon, we operate at the intersection of tourism, partnerships, and community impact. At Discover Saskatoon, creativity meets purpose. You will join a team that values innovation, accountability, and community, and offers meaningful work with the opportunity to make a lasting impact on Saskatoon's visitor economy.Position OverviewThe Executive Assistant to the CEO provides dedicated, high-level executive and governance support to the Chief Executive Officer, enabling the CEO to operate with focus, clarity, and strategic effectiveness.This role serves as a trusted partner to the CEO, managing executive priorities, coordinating board and governance processes, and handling sensitive communications with precision and discretion. The Executive Assistant ensures the CEO's time, attention, and information flow are aligned with organizational priorities and governance requirements.Success in this role requires exceptional judgment, organization, and confidentiality, along with the ability to anticipate needs, manage complex schedules and competing priorities, and support executive and board operations in a fast-paced, senior-level environment.Mindset

• Customer-Centred Approach: Builds and maintains trusted, professional relationships with members, partners, and stakeholders that reflect Discover Saskatoon's values and commitment to community growth.
• Integrity and Accountability: Upholds transparency, professionalism, and responsibility in communication, data handling, and decision-making.
• Collaboration: Works proactively with internal teams and external partners to align goals, share insights, and deliver consistent results and support communications and joint initiatives.
• Adaptability: Responds effectively to evolving priorities, operational needs, and changing circumstances while maintaining composure and focus.
• Continuous Improvement: Actively seeks feedback and identifies ways to improve operational efficiency, service delivery, and internal coordination.
• Community Engagement: Represents Discover Saskatoon with pride and professionalism, contributing to a positive, inclusive workplace culture.
• Strategic Thinking: Understands how daily operations support broader organizational goals and contributes to long-term sustainability.

SkillsetExecutive Judgment & Prioritization

• Executive Prioritization: Manages the CEO's calendar, inbox, and commitments with a strategic lens, ensuring time and attention are aligned to the highest-impact priorities, governance requirements, and organizational objectives.
• Anticipatory Executive Support: Proactively identifies upcoming needs, risks, and pressure points by staying informed on priorities, schedules, and deliverables, preparing information, materials, and options in advance.
• Request Coordination & Prioritization: Coordinates incoming requests with sound judgment, assessing urgency and context, and ensuring items are addressed efficiently while supporting the CEO's focus on key priorities.
• Context Management: Maintains awareness of organizational initiatives, board cycles, and external commitments to provide context-aware support and prevent scheduling conflicts or missed dependencies.
• Follow-Through & Accountability: Tracks commitments, decisions, and action items arising from executive meetings and discussions, ensuring timely follow-up and completion.
• Composure Under Pressure: Maintains professionalism, discretion, and calm judgment in fast-paced or high-stakes situations, adapting priorities as needed without loss of accuracy or trust.

Governance & Board Administration

• Governance Administration: Serves as the primary administrative liaison to the Board of Directors and committees, coordinating meeting logistics, schedules, and communications to support effective and compliant governance processes.
• Board Documentation & Compliance: Prepares, organizes, and distributes board and committee agendas, minutes, reports, and governance materials with a high degree of accuracy, consistency, and confidentiality, ensuring materials are complete, well-structured, and delivered within required timelines.
• Governance Timelines & Cycles: Manages board and committee calendars, meeting cycles, and submission deadlines, ensuring governance activities align with established schedules and statutory requirements.
• Accountability & Action Tracking: Accurately tracks board motions, decisions, and action items, maintaining organized records and following up with appropriate parties to ensure commitments are completed on time.
• Record Integrity & Organization: Maintains orderly, up-to-date governance records and documentation, ensuring information is easily retrievable and audit-ready.

Executive Communication & Coordination

• Confidential Communication Management: Manages sensitive correspondence, information, and communications with a high degree of discretion, professionalism, and judgment, ensuring confidentiality is maintained across all executive and governance interactions.
• Executive Documentation & Messaging: Drafts, reviews, and organizes briefing notes, presentations, reports, and executive materials that accurately reflect the CEO's voice, priorities, and organizational context, with close attention to detail, clarity, and timelines.
• Stakeholder Communication Coordination: Coordinates communications and interactions with senior leaders, board members, partners, and external executives, ensuring information is accurate, timely, and aligned across stakeholders.
• Information Flow & Follow-Up: Ensures executive communications, requests, and decisions are clearly documented, appropriately shared, and followed up on, reducing miscommunication and ensuring continuity.
• Professional Tone & Representation: Maintains a consistent, professional tone in all executive communications, representing the CEO and Discover Saskatoon with credibility and respect.

Strategic & Operational Support

• Strategic Follow-Through: Tracks CEO-led initiatives, decisions, and commitments, maintaining clear records and timelines to ensure actions are completed and deadlines are met.
• Executive Logistics & Coordination: Manages complex executive travel, scheduling, and expense processes with a high degree of accuracy and organization, ensuring details are handled efficiently and in alignment with policies and timelines.
• Operational Readiness: Anticipates logistical and administrative needs related to executive activities, preparing information, materials, and schedules in advance to support smooth execution.
• Responsiveness Under Pressure: Responds promptly and professionally to urgent or time-sensitive executive needs, adapting priorities as required while maintaining accuracy, discretion, and composure.

Key Indicators

• Executive Organization & Prioritization: CEO calendar, inbox, and commitments are well organized, current, and aligned with priorities.
• Governance Accuracy & Timelines: Board and committee materials are accurate, complete, and delivered within required timelines.
• Governance Follow-Through: Governance records, decisions, and action items are clearly documented and followed up on.
• Executive Communication Quality: Executive communications and materials are clear, professional, and require minimal revision.
• Strategic & Operational Follow-Through: CEO-led initiatives and commitments are tracked and progress as planned.
• Executive Logistics Accuracy: Executive travel, scheduling, and expenses are handled accurately and efficiently.
• Confidentiality & Professional Trust: Confidential information is managed with discretion, and the CEO and Board express confidence in the reliability of executive support.

Toolset

• Executive Productivity & Communication Tools: Microsoft Outlook, Teams, Word, Excel, and PowerPoint for executive scheduling, communication, document preparation, tracking, and coordination.
• Document Management & Records Systems: SharePoint and other document management systems for organizing, maintaining, and retrieving executive, governance, and organizational records.
• Board & Governance Tools: Board management platforms and governance tools used to prepare, distribute, track, and archive board and committee materials, agendas, minutes, and action items.
• Executive Expense & Travel Systems: Expense management and travel booking systems used to coordinate executive travel, process expenses accurately, and ensure compliance with internal policies.
• CRM & Reporting Tools (Executive-Level Use): CRM and reporting tools used to support executive-level coordination, stakeholder tracking, and information management, without system ownership or analytics responsibility.
• Scheduling & Coordination Tools: Calendar, scheduling, and coordination tools used to manage complex executive schedules, meetings, and governance timelines.

Experience & Relevance

• 5+ years of experience supporting senior executives, boards, or governance bodies.
• Demonstrated experience in executive administration, governance coordination, or strategic support roles.
• Proven ability to handle confidential information with discretion.
• Exceptional organizational, communication, and judgment skills.
• Experience in a complex, fast-paced organization; nonprofit or public-sector experience is an asset.

What We OfferDiscover Saskatoon offers a comprehensive and competitive total rewards package designed to support your well-being and professional growth. Our compensation is aligned with market standards and complemented by a range of benefits and perks, including:

• Comprehensive Benefits Plan
• Flexible Health & Wellness Spending Account
• Employee & Family Assistance Plan
• 5% Matching RRSP Contributions
• Paid Parking & Corporate Cell Phone
• Professional Development Opportunities
• Additional Paid Time Off
• Exclusive Perks

How to ApplyPlease submit your cover letter and resume to by Monday, February 9th, 2026, at 5:00 pm CST.Applicants are encouraged to apply early. We thank all applicants for their interest, but only those being interviewed will be contacted.