Executive Assistant at Rachel Mah Poy Insurance & Financial Services — NeverHard

Job DescriptionJob Description Executive Assistant- Fast-Paced, High-Growth Agency Environment We are looking for a highly organized, proactive, and personable Executive Assistant to support the CEO of our growing company. This is more than a traditional administrative role, we are looking for someone who can help keep the business running smoothly, create operational structure, and act as a true right-hand support person in a fast-paced entrepreneurial environment. The ideal candidate thrives on organization, communication, accountability, and solving problems before they happen. You are someone who enjoys bringing order to moving parts, managing priorities, and helping a visionary founder stay focused on growth. This role is perfect for someone excited about working closely with a driven female founder in a high-energy business where no two days are the same. What You’ll Be Doing: Executive Support Managing the CEO’s calendar, appointments, meetings, and travel Prioritizing schedules and protecting time effectively Handling inbox management and communications Preparing meeting agendas, notes, and follow-ups Assisting with presentations, reports, and internal communication Supporting personal and business administrative needs when required Operations & Systems Support Helping organize and improve internal systems and workflows Acting as an “integrator” to ensure tasks and projects stay on track Following up with team members and holding accountability to deadlines Coordinating projects across departments Creating structure, organization, and operational consistency Identifying inefficiencies and helping improve processes Office & Team Coordination Helping the office run smoothly day-to-day Supporting team communication and organization Assisting with onboarding, scheduling, and internal coordination Maintaining a positive, professional, and high-performance environment What You'll Need: Previous Executive Assistant, Operations, or Administrative experience required Exceptionally organized with strong attention to detail Professional, polished, and confident communicator High emotional intelligence and strong interpersonal skills Able to manage multiple priorities in a fast-moving environment Proactive problem solver who takes initiative Tech savvy and comfortable learning systems quickly Strong sense of urgency, ownership, and accountability Able to anticipate needs rather than wait for direction Positive attitude with a “figure it out” mindset Bonus Points If You Have: Experience supporting a founder or entrepreneur Operations or project management experience Experience building or improving workflows and systems Experience in a high-growth or startup-style environment Benefits of Working with Us: Competitve Salary and Benefit Plan Fast-paced environment with opportunity for growth and leadership Collaborative and energetic team culture Paid Vacation Time & Flex Days Christmas Bonus Days PLEASE NOTE: This is an in office position in Calgary AB - this is not a remote role.