Executive Administrator

About the Role

The Executive Administrator plays an important role in keeping KASPRE organized, responsive, and operating effectively.

We are looking for someone who can anticipate needs, manage competing priorities, protect the time of senior leaders, keep important details from falling through the cracks, and help create structure in a fast-moving consulting environment.

You will work closely with KASPRE’s President & CEO while also supporting consultants, projects, clients, and day-to-day business operations.

The successful candidate will be highly organized, dependable, discreet, proactive, and comfortable working independently. You should be someone who notices what needs to happen, takes ownership of it, and follows through.

What You’ll Be Doing

Responsibilities may include:

• Managing calendars, scheduling meetings, and coordinating appointments for the President & CEO and other senior team members as required.
• Coordinating meetings with clients, government officials, community partners, consultants, and other stakeholders.
• Preparing meeting agendas.
• Monitoring schedules, deadlines, commitments, and follow-up items.
• Supporting the President & CEO in managing competing priorities and ensuring important actions are completed.
• Coordinating travel, accommodation, itineraries, and logistics.
• Supporting invoicing, expense tracking, receipt management, and other administrative financial processes.
• Maintaining organized client, project, and corporate files.
• Supporting project setup, task tracking, scheduling, and administrative coordination in ClickUp.
• Assisting with proposal submissions, contracts, procurement requirements, and other business development administration.
• Coordinating workshops, training sessions, engagement activities, and events.
• Supporting registration, scheduling, and administrative requirements related to KASPRE Learning.
• Maintaining contact lists, project information, templates, and internal administrative systems.
• Liaising with consultants, subcontractors, clients, accountants, legal counsel, suppliers, and other external partners as required.
• Helping improve administrative processes and identify more efficient ways of organizing KASPRE’s work.
• Providing other executive, administrative, and operational support as the firm continues to grow.

What We’re Looking For

We are looking for someone who is exceptionally organized, thoughtful, and dependable.

You are comfortable working in an environment where priorities can change quickly, and several projects may be moving at the same time.

You are comfortable working very independently and can determine what needs to happen, organize the work, and follow through.

You communicate professionally and diplomatically with a wide range of people and understand that, in many situations, you will be one of the first people clients and partners to interact with at KASPRE.

You exercise good judgment and understand the importance of confidentiality and discretion when supporting senior leaders and working with sensitive and at times highly commercially confidential client information.

You are detail-oriented without losing sight of the bigger picture.

Most importantly, you are someone others can rely on. If you say something will be done, it gets done.

Qualifications and Experience

We are open to different combinations of education and experience.

Relevant experience may have been gained through executive administration, office management, project coordination, professional services, government, consulting, healthcare, post-secondary institutions, non-profit organizations, business, or other complex professional environments.

The ideal candidate will bring:

• Several years of progressively responsible administrative, executive support, or coordination experience.
• Experience supporting executives, senior leaders, or professional teams.
• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Strong attention to detail.
• The ability to manage multiple priorities and deadlines.
• Sound professional judgment and discretion.
• Strong problem-solving skills and the ability to work independently.
• Confidence communicating with clients, senior executives, government officials, consultants, and other professionals.
• Experience preparing and formatting and editing professional documents.
• A high level of reliability and follow-through.

Formal post-secondary education in business administration, office administration, communications, or a related field is considered an asset but is not required where a candidate can demonstrate equivalent experience and capability.

Technical Skills

The successful candidate should be comfortable using:

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams
• Microsoft SharePoint
• Microsoft 365 generally

Experience using ClickUp for task management, project coordination, workload tracking, and team collaboration is considered a strong asset.

Experience with Thinkific, online course administration, website content management, Canva, CRM systems, bookkeeping platforms, or other business administration tools is also considered an asset.

We are also interested in candidates who are comfortable learning new technology and identifying ways digital tools can make administrative processes more efficient.

Supporting the President & CEO

A significant part of this position will involve working directly with KASPRE’s President & CEO.

This requires someone who can develop a strong understanding of priorities, clients, projects, and commitments and use that understanding to provide proactive support.

You may help determine what requires immediate attention, organize information ahead of meetings, coordinate follow-up after conversations, track commitments, and ensure the President & CEO has the information needed to make decisions.

The goal is to help create the organization and structure that allows the CEO and consulting team to focus their time on clients, leadership, business development, and high-value consulting work.

What It’s Like to Work at KASPRE

KASPRE is a small, senior-led consulting firm where people are trusted to take ownership of their work.

Our environment is collaborative, flexible, and fast-moving. Because we are a growing firm, roles are not rigidly siloed, and team members often have opportunities to contribute beyond their core responsibilities but always in alignment with their role and contract. 

We care about professionalism, accountability, strong relationships, and producing work we are proud to put our name on.

We also value practical problem-solving. If you see a process that could work better, we want you to say so and help us improve it.

The Executive Administrator will be an important part of how KASPRE operates day to day and will have the opportunity to help shape our internal systems and administrative practices as the firm continues to grow.

What Success Looks Like

A successful Executive Administrator will help create a sense of order and continuity across KASPRE’s work.

Meetings are organized. Deadlines are visible. Follow-ups happen. Documents are where they should be. Clients receive timely responses. Consultants know what is expected. Important commitments are tracked. The President & CEO can focus on the work that most requires their attention.

You will become someone the team trusts to know what is happening, what needs to happen next, and where to find the information required to move things forward.

Position Details

This is a part-time contract position with flexible hours.

The position will primarily be hybrid-remote, with access to KASPRE’s office at Path CoWork in Regina, Saskatchewan.

Must have reliable, secure personal computer (Windows 10/11 or macOS Monterey) with high speed internet access. Necessary software licences and cloud access will be provided by KASPRE.

Because this role supports executive schedules and client activities, some availability during regular business hours will be required.

The amount of work may fluctuate depending on client activity, project requirements, and the needs of the firm. We anticipate approximately 10-16 hours per week on average, but the available hours may increase as the company continues to grow.

Occasional in-person support for meetings, workshops, events, or other activities may also be required. Any travel in or out of province is optional and fully compensated within company policies and the consultant contract.