Virtual Executive assistant

Who We Are

NIWE Academy is a licensed private career college in downtown Calgary, Alberta. Founded in 2012, we have graduated over 3,500 students across hairstyling, barbering, esthetics, clinical aesthetics, and massage therapy. We are the only Alberta Apprenticeship and Industry Training approved apprenticeship hairstyling provider in Southern Alberta. We operate a 30 plus person team and a connected luxury spa business unit, 3TWELVE.

This is not a task-rabbit role. You are joining the executive layer of a company scaling from $4.5M toward $10M. You will be in the room, on the calls, and in the documents that d ---------- where the company goes.

Mission

Give the NIWE executive team back 15 or more hours per week of high-value time by owning calendars, meeting infrastructure, documentation, and cross-department follow-through, so that leaders spend their hours d ---------- and executing rather than scheduling, chasing, and writing things down.

Outcomes

These are the measures. Performance is reviewed against these, not against effort or hours logged.

1. Calendar integrity at 100 percent by Day 45. Zero double-bookings, zero missed prep windows, zero meetings that start without an agenda. Nathan's calendar is defended against low-value requests and protected for deep work blocks.

2. Meeting minutes delivered within 4 business hours, every time, by Day 30. Every meeting attended produces minutes in the NIWE standard format: decisions made, action items with a named owner and a due date, open questions, and next meeting date. Distributed to attendees and logged in the correct ---------- board or SharePoint folder.

3. Action item closure rate above 85 percent by Day 90. You do not just record commitments. You track them, chase them, and escalate them. Items assigned in meetings get closed or explicitly re-scoped, not silently dropped.

4. Agenda quality raises meeting throughput by Day 60. Every recurring leadership meeting has a standing agenda template, circulated at minimum 24 hours in advance, with pre-reads attached. Meetings finish on time or early.

5. Zero confidentiality or data-handling i ---------- . Permanent. Student records, financial data, shareholder documents, and employee information are handled per NIWE policy and Alberta privacy legislation without exception.

What You Will Actually Do
Calendar and Inbox Management
Hold delegate access to Nathan's Outlook calendar, with secondary delegate access for Mohit, Anisha, and Sophia as assigned
Schedule, reschedule, and defend calendar blocks across four executives and multiple time zones
Book travel, accommodation, and logistics for conferences, executive education, and offsite events
Triage inbox where delegated: flag, file, draft responses for approval, and surface what genuinely needs the executive's eyes
Manage recurring rhythm: leadership team meetings, weekly 1:1s, quarterly Rock planning sessions
Meeting Infrastructure
Build and circulate agendas ahead of every leadership, department, and 1:1 meeting
Attend meetings via Microsoft Teams as a silent participant, or contribute where asked
Take live minutes, capture decisions and action items with owners and deadlines
Distribute minutes within 4 business hours and log them to the correct system of record
Follow up on open action items before the next meeting so leaders walk in with a current status
Cross-Department Coordination
Coordinate between Nathan (CEO), Mohit (Finance), Anisha (Academy), Sophia (EA), and the 3TWELVE spa team
Chase deliverables, documents, approvals, and signatures across departments
Prepare briefing notes and pre-reads ahead of significant meetings
Manage DocuSign envelopes: prepare, send, track, remind, and file executed agreements
3TWELVE Salon & Spa Support
Coordinate scheduling and administrative requests for the spa business unit
Support booking system administration and appointment coordination
Assist with vendor communication, supplier follow-ups, and service provider scheduling
Documentation and Systems
Maintain organized SharePoint and Teams file structures. Nothing lives on a desktop.
Build and update ---------- boards, items, and status fields
Draft, format, and proofread internal documents, SOPs, agendas, reports, and correspondence
Data entry, list building, research, and the genuinely tedious work that has to be done accurately
AI-Assisted Execution
Use Claude as a daily working tool to accelerate drafting, summarizing, research, and document production
Build and maintain reusable Claude Projects and prompt libraries for recurring NIWE workflows
Apply judgment to AI output. You are accountable for accuracy, not the model.
Non-Negotiable Requirements

Extensive hands-on Claude experience. You use Claude daily and can prove it. You know the difference between a lazy prompt and a structured one. You have built Projects, written system instructions, and used Claude for real production work. In the interview you will be asked to walk through a specific workflow you built. Casual ChatGPT familiarity does not qualify.

Spoken English fluency, on live calls. You will be on video calls with executives, vendors, students, and partners. You need to follow fast conversation, catch names and numbers correctly, and speak clearly and professionally. A live phone or video screen is part of the interview and it is weighted heavily.

Written English at a professional standard. Minutes, agendas, and correspondence go out under NIWE's name. Grammar, tone, and formatting matter.

Signed NDA and Confidentiality Agreement. You will handle student records, financial data, shareholder documents, and employee files. The agreement is signed before access is granted.

Genuine tolerance for tedious work. A meaningful portion of this role is repetitive: data entry, calendar tetris, file renaming, chasing the same person for the fourth time. The A-player in this seat does that work at the same standard on hour six as on hour one. If precision under repetition drains you, this is the wrong role.

Reliable remote setup. Stable high-speed internet, a quiet professional call environment, quality headset and webcam, a computer capable of running Microsoft Teams and multiple browser tabs without lag, and a backup power or internet plan.

Calgary hours. Whatever your local time zone, your working day is Calgary's working day.

Tools You Will Use

Must know already: Claude, Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel), Google Workspace basics

Must learn fast: ---------- , DocuSign, GoHighLevel, BambooHR, JaneApp

Helpful: Canva, Zoom, project management tools of any kind, CRM experience

Competencies We Screen For
Competency What it looks like
Proactivity You surface the problem before it lands on a leader's desk. You do not wait to be asked twice.
Attention to detail Names spelled right, numbers correct, dates accurate, files in the right folder. Every time.
Discretion You handle sensitive information without commentary, leakage, or curiosity.
Judgment under ambiguity When four executives want different things, you know the priority order and you apply it.
Follow-through Nothing you touch goes silent. Items close or get escalated with a clear status.
Speed You move fast without sacrificing accuracy. Same-day is the default, not the exception.
Coachability You take direct feedback, adjust immediately, and do not need it delivered twice.
Priority Order

When requests conflict, this is the order. You do not need permission to apply it.

Nathan Sharma, CEO
Sophia Dean, your direct supervisor
Anisha Dwivedi, Academy Dean
Mohit Chopra, Head of Finance
3TWELVE operational requests

Anything time-sensitive with a regulatory, financial, or student-impacting deadline jumps the queue regardless of source. If two requests genuinely tie, you escalate to Sophia rather than guessing.

What Success Looks Like at 90 Days
Nathan's calendar runs without his involvement in scheduling decisions
Every leadership meeting has an agenda in advance and minutes within 4 hours
Action items from meetings are tracked in ---------- and closed at above 85 percent
The executive team has stopped asking "did that get sent?" because it always did
You are trusted with material the rest of the company does not see
What This Role Is Not
This is not a passive order-taking seat. You will be expected to think.
This is not a part-time side gig stacked alongside three other clients. We are hiring your full working day.
This is not a role where AI does the work and you forward the output. You own the quality.