Executive Assistant to the CEO
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Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
Discover Saskatoon is the citys 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 Saskatoons 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 Saskatoons visitor economy.
Position Overview
The 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 CEOs 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 Saskatoons 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.
Skillset
Executive Judgment & Prioritization
- Executive Prioritization:Manages the CEOs 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 CEOs 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 CEOs 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 Offer
Discover 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 Apply
Please 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.
Required Experience:
IC
Key Skills
- Anti Money Laundering
- Design Engineering
- Lounge
- Information Management
- Deputy
