EXECUTIVE SEARCH ADMINISTRATOR Type: In-Office|Permanent Position|Calgary AB Are you an organized and detail-oriented professional looking for a dynamic administrative role in a collaborative team environment ? Our well-established executive search firm in Calgary is seeking a full-time, permanent Executive Search Administrator to provide high-level administrative support to their team. The Opportunity This position is responsible for preparing essential documentation for search processes, ensuring the CRM remains accurate and up to date, and working closely with the Vice President and Research Associate to enhance operational efficiency. Additionally, this role provides administrative support to the Director of Corporate Development and the Director of Administration. Key Responsibilities Executive Search Support Preparing and formatting search-related documentation, reports, and presentations, ensuring compliance with standardized executive search process. Scheduling meetings for the Vice President, as required. Research & Data Management Conducting in-depth research on industries, companies, and candidates. Maintaining and updating information in the CRM system. Candidate & Client Coordination Conducting background and reference checks as part of the executive search process. Managing communication and scheduling. Corporate Development Support Assisting with research, identifying key contacts, and supporting business development initiatives. Populating templated PowerPoint documents for corporate development proposals and overviews as well as supporting outgoing campaign execution by ensuring all administrative components such as customized message templates and follow-p schedules are efficiently managed. Schedule meetings for the Director of Corporate Development as required. General Calgary Office Support Serve as the primary liaison for any office-related concerns, escalating facility or operational issues to the appropriate internal or external contacts. Ensuring a well-organized workspace and coordinating with the Director of Administration on office-related matters such as technology management, management of office supplies and marking materials as well as providing logistical support to the local team for team meetings and client engagements. Qualifications Tech-Savvy Advanced proficiency in MS Office (Word, Excel, Outlook, PowerPoint), CRM systems, and research tools. Professionalism You have excellent verbal and written communication skills and present yourself with confidence. Detail-Oriented & Organized Exceptional attention to detail and accuracy, ensuring every detail is accounted for. Proactive & Adaptable You take initiative, work well independently, and adapt to changing priorities. Strong Multitasking Abilities You excel at balancing multiple projects in a fast-paced setting. Team Player Positive, solutions orientated thinker who takes direction well but operates independently once trained. You enjoy working in a close-knit team environment and supporting colleagues as needed. Why Youll Love This Opportunity: Work in a stunning downtown office with free access to an on-site gym and a rooftop patio offering breathtaking views of the Calgary skyline. Work in a fast paced executive search environment, supporting high-level recruitment efforts. Be part of a collaborative and professional team where your organizational, research, and communication skills will shine. About Us Executrade is one of Western Canadas most comprehensive full-service recruitment firms, with over 50 years of expertise in connecting talented professionals with leading organizations. We are proud to apply principles of diversity, equity, and inclusion in all our recruitment practices, ensuring equal opportunities for all candidates. Our commitment to these values enables us to match organizations with a diverse range of top talent, fostering workplace cultures that thrive on innovation, collaboration, and respect. In accordance with Canadian immigration laws, priority will be given to Canadian citizens and permanent residents. Learn more:
Job Title
Executive Office Administrator