Role: Executive Assistant to the Founder & CEO  

Location: Hybrid – Based in Saskatoon, SK (40–60% remote, with in-office, event, and business errand responsibilities) 

Type: Full-Time 

Reports To: Founder & CEO  

About Us 

We’re not your average recruitment or consulting firm. Hughes Collective is a bold, people-first consultancy changing how organizations grow, through strategic hiring, standout branding, and razor-sharp business insights. We blend recruitment, employer branding, marketing, HR, succession, and advisory services into one agile, powerhouse collective. 

If you thrive on variety, bring creative energy to everything you touch, and believe people and storytelling are the heartbeat of a brand, you’ll feel right at home here. 

The Opportunity 

The Executive Assistant to the Founder & CEO is a high-trust, high-impact role designed to protect and elevate the Founder’s time, priorities, and execution capacity across Hughes Recruitment & Strategy Collective and its affiliated contingent workforce company. This position is based in Saskatoon and follows a hybrid schedule, with 40 to 60 percent remote work and the remainder in-office, at events, or completing business errands. 

This role requires exceptional discretion, executive-level organization, and the ability to anticipate needs before they are voiced. The Executive Assistant serves as the Founder’s right hand—supporting day-to-day workflow, communication, calendar strategy, follow-through, and internal coordination. This individual becomes deeply embedded in how the Founder operates and ensures the business runs smoothly behind the scenes through thoughtful systems, proactive planning, and consistent attention to detail. 

The Executive Assistant works closely with the Founder & CEO, Principals, and cross-functional team members to ensure schedules, documentation, communication, and internal operations are executed to a high standard. This role also includes intercompany responsibilities, may involve occasional client-facing administrative support, such as systems implementation assistance or internal process support. 

This is a dynamic position blending executive support, operations coordination, contract administration, documentation management, invoicing workflow support, and internal engagement planning. The Executive Assistant plays a key role in ensuring every last detail of the client and team experience reflects our brand standards and values. 

What you’ll Do 

Founder & CEO Executive Support (Primary Focus) 

• Serve as the primary right-hand support to the Founder & CEO, managing workflow logistics and ensuring key priorities move forward 
• Protect and optimize the Founder’s calendar through strategic scheduling, time-blocking, and proactive coordination 
• Own day-to-day calendar execution including scheduling, rescheduling, meeting preparation, reminders, and follow-up 
• Track action items, deadlines, and follow-through across meetings, client work, internal initiatives, and leadership priorities 
• Prepare executive briefing notes, agendas, and supporting materials to ensure the Founder enters meetings fully informed and prepared 
• Maintain a strong awareness of what matters most at any given time and support the Founder in staying focused, aligned, and ahead 
• Handle sensitive business information, confidential communications, and executive-level decisions with absolute discretion 

 Executive Operations & Internal Coordination 

• Act as a central point of coordination between the Founder, Principals, and internal team members to ensure smooth communication and execution 
• Support internal follow-ups, task delegation, and timeline management across multiple stakeholders 
• Maintain internal systems, templates, and shared documentation to support operational consistency and efficiency 
• Monitor shared inboxes and phone lines across brands, escalating, filtering, and drafting responses as appropriate 
• Support administrative operations that allow leadership to stay focused on high-value work 
• Assist with internal project coordination and ensure key operational details are completed on time and with accuracy 

 Client and Brand Experience Execution 

• Serve as the in-office point of contact for clients, candidates, and guests during scheduled on-site days 
• Coordinate hospitality, meeting room preparation, and logistics for internal and external meetings 
• Support client gifting, business errands, and office supply sourcing to ensure every detail reflects the Hughes standard 
• Assist in creating a seamless, polished experience that strengthens relationships and reinforces brand reputation 
• Support event logistics and execution for client meetings, internal sessions, and brand engagements 

 Contracts, Documentation, and Compliance 

• Draft and format NDAs, service agreements, offers, and engagement letters 
• Coordinate contract execution using Adobe Sign, follow up on outstanding items, and ensure clean version control 
• Track signed documentation, compliance items, and onboarding-related forms as required 
• Maintain organized digital archives, templates, shared folders, and internal documentation systems 
• Ensure documentation processes are executed with accuracy, consistency, and professionalism 

Team Experience & Internal Engagement 

• Plan and manage internal team engagement activities including birthdays, recognition, and team-building events 
• Support internal culture-building efforts by ensuring key moments are executed thoughtfully 
• Assist with team coordination logistics and operational support as needed 
• Maintain a polished, well-run office environment during in-person workdays 

What You Bring 

• 3–5 years of experience supporting a Founder, CEO, or senior executive in a high-trust role 
• Strong judgment, discretion, and professionalism with confidential information 
• Highly organized, proactive, and calm managing competing priorities 
• Skilled in calendar management, inbox support, and executive-level coordination 
• Strong written communication and document formatting abilities 
• Tech-savvy across Microsoft Office, Adobe, and scheduling/task tools 
• Based in Saskatoon with reliable transportation and flexibility for in-person support, events, and errands 

What Success Looks Like

• The Founder & CEO is supported with clear scheduling, streamlined priorities, and reduced administrative burden 
• Clients, candidates, and internal team members experience a smooth, thoughtful, and professional process 
• Interview scheduling, onboarding, and follow-up tasks are coordinated accurately and proactively 
• Inbox and calendar management supports strong executive efficiency and responsiveness 
• Loxo data is clean, current, and optimized to support workflows and billing 
• Contracts, documentation, and onboarding materials are completed with accuracy and professionalism 
• Internal engagement activities and recognition moments reflect care and intention 
• Invoicing processes are supported through organized records and timely follow-up 
• You are viewed as a reliable, organized, trusted right-hand team member who strengthens how we work together 

What We Offer

• A flexible, primarily remote role with occasional in-person touchpoints 
• Purpose-driven work with clients who are building great businesses 
• A creative, collaborative team that values trust, initiative, and humour 
• Real opportunities to grow your career in recruitment, marketing, or strategy 
• Competitive compensation