Executive Assistant, CIO

Job description

CLOSING DATE:

November 10, 2026 Opportunity

We are looking for a highly capable Executive Assistant to provide trusted, high-level support to the Chief Investment Officer (CIO) in a fast-moving, complex environment. This role demands exceptional judgment, precision, and the ability to manage competing priorities while enabling the CIO office and the senior investment leadership team to operate at their best. This Role is located in our Calgary office in a hybrid model.

As a core partner to the CIO office, you will provide calendar management, coordinate travel, produce polished, executive and board ready presentations, distill meetings into clear and actionable notes, and draft concise, professional communications. You will also prepare accurate briefing materials, manage sensitive information with discretion, and support high-touch interactions with internal and external stakeholders. Advanced expertise in Microsoft Excel, PowerPoint, and Word is essential, as these tools are central to analyzing information, crafting compelling materials, and ensuring consistency and quality across deliverables.

The ideal candidate is proactive, resilient under pressure, and highly adaptable someone who anticipates needs before they arise and consistently delivers work of the highest standard with confidence, professionalism, and discretion.

Responsibilities Include:

Calendar Management

- Coordinate and manage calendars for the CIO, including scheduling meetings, prioritizing engagements, and addressing conflicts.

- Ensure time is allocated effectively for critical tasks and meetings.

- Proactively anticipate scheduling needs and maintain a forward-looking view of commitments.

Travel Management and Organization

- Plan and coordinate, multi‑component travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries, as required.

- Prepare clear, well‑structured travel itineraries and briefing documents, ensuring information is accurate, accessible, and easy to reference.

- Ensure all travel aligns with the CIO’s schedule, preferences, and business priorities, proactively identifying and resolving potential conflicts.

Presentation Development

- Design and develop and maintain executive and board ready, visually compelling PowerPoint presentations and slide decks that clearly communicate complex information.

- Translate limited, complex or evolving information into structured, polished slides, exercising strong judgement on layout, messaging and data presentation.

- Partner closely with the CIO to shape and refine content, respond quickly to feedback, and deliver high-quality materials under tight and changing deadlines.

Communications Development

- Draft, edit, format and proofread executive and board level communications ensuring a high standard of professionalism, accuracy, consistency and attention to detail.

- Apply advanced Word features (styles, formatting, document structure) to produce clear, well‑organized, and polished documents suitable for internal and external audiences.

- Support the development of materials for executive meetings, speeches, and events, ensuring alignment with organizational tone, messaging objectives, and executive expectations.

Briefing Notes

- Prepare comprehensive, concise, and well‑structured briefing notes for meetings, client engagements, and events, synthesizing key information into actionable insights and talking points.

- Conduct background research and coordinate inputs as needed to ensure briefing materials are accurate, current, and decision‑ready.

- Use strong judgment to prioritize critical information, anticipate questions, and tailor content to the audience and context.

Client Interactions

- Serve as a professional, confident, and discreet point of contact for clients, partners, and senior‑level stakeholders, ensuring timely, accurate, and well‑structured communication.

- Prepare and manage client-facing materials, correspondence, and follow‑up documentation in Microsoft Word and PowerPoint, ensuring a polished, executive‑ready standard.

- Coordinate logistics and support materials for client meetings and engagements, ensuring seamless execution and a high‑quality client experience.

Project Coordination

- Support the CIO in coordinating priorities and tracking progress on key initiatives and deliverables, applying strong organizational and problem‑solving skills.

- Use Microsoft tools (including Excel and Word) to organize information, track actions, and maintain documentation that supports visibility and accountability.

- Maintain a high level of organization while managing multiple priorities, ensuring deadlines are met and potential issues are identified early.

Our Ideal Candidate Qualifications:

- Preferably 5+ years of experience supporting C-Suite executives

- Advanced proficiency in Microsoft Office tools (Excel, Word, Outlook) and collaboration platforms (Teams) and proficient user of AI tools such as CoPilot and Claude.

- Experience in preparing briefing notes and conducting research.

- Ability to anticipate needs and proactively address challenges.

- Exceptional organizational skills and attention to detail.

- Strong written and verbal communication skills, with the ability to craft professional correspondence and presentations.

- Ability to manage multiple priorities and thrive in a fast-paced environment.

- Strong interpersonal skills and the ability to interact confidently with clients, partners, and stakeholders.

- Experience in travel planning and logistics coordination.

**NOTE THIS ROLE WILL CLOSE AT 11:59pm MST on Nov. 9, 2026**

Next Steps We are excited to meet you. Please submit your resume or CV to be considered for this opportunity. Applications are being reviewed on a rolling basis and we will be in touch with any questions.

Final candidates will be asked to undergo a security screening, which includes a credit bureau and a criminal record investigation, the results of which must be acceptable to AIMCo.

ALERT - Be on the lookout for AIMCo career opportunities advertised through third parties that request an application fee or too much information. To verify, all opportunities are posted on aimco.ca/jobs

At AIMCo, we draw upon the differences in who we are, where we come from and the way we think to deliver results for the Albertans who rely on us. We offer an inclusive, modern workplace where well-being is prioritized, and colleagues are enabled to do their best work. Our team members are motivated by our purpose and committed to creating long-term value for our clients and their beneficiaries.