The posting
Blackline Safety is looking for an exceptional Executive Assistant to partner with our Chief Executive Officer and Executive Leadership Team (ELT). This is a highly visible and trusted role at the centre of the Executive Office, helping our senior leaders stay focused on Blackline’s strategic priorities while ensuring executive activities, commitments, and interactions run seamlessly.
You’ll thrive in this role if you bring sound judgment, discretion, exceptional organizational skills, and the ability to anticipate what’s needed before it’s asked. You’ll work across multiple priorities and stakeholders, bringing structure, follow-through, and professionalism to a fast-paced executive environment. From managing complex schedules and preparing high-quality materials to coordinating Board activities, leadership events, travel, and important external engagements, you’ll help create the conditions for our leaders to operate at their best.
This role is also an important connector across the organization. You’ll work closely with People Services, Facilities, IT, and external partners to support executive-facing activities, workplace readiness, and a polished experience for customers, investors, partners, Board members, and other visitors. Success requires strong collaboration and clear accountability across functions.
What You’ll Do
Executive & ELT Support
- Manage the CEO’s calendar, priorities, commitments, and meeting cadence, balancing immediate needs with longer-term strategic priorities.
- Coordinate ELT meetings, including scheduling, agendas, materials, presentations, and follow-up actions.
- Prepare and organize presentations, correspondence, reports, briefing materials, and executive communications to a consistently high standard.
- Anticipate executive needs and proactively resolve scheduling, logistical, and operational challenges before they become obstacles.
- Coordinate domestic and international travel, including detailed itineraries, accommodations, transportation, and expenses.
- Maintain confidential records and handle sensitive business, financial, strategic, and personnel information with exceptional discretion and sound judgment.
- Facilitate leadership offsites, strategy sessions, executive onboarding, leadership transitions, and other key executive activities as required.
- Coordinate cross-functional initiatives requiring executive sponsorship or involvement, ensuring effective communication and follow-through.
- Track key commitments and actions arising from executive meetings and help maintain momentum across competing priorities.
Board & Governance Support
- Coordinate Board of Directors and Committee meeting logistics, ensuring meetings and related activities are well organized and professionally executed.
- Prepare, organize, and distribute meeting materials and supporting documentation in collaboration with appropriate stakeholders.
- Support governance scheduling and maintain visibility to follow-up actions and key commitments.
- Serve as a coordination point between executive leadership and Board members when required, providing responsive and professional support.
- Assist with travel, hospitality, meeting space, and other administrative requirements associated with Board activities and visits.
Executive Leadership Team Coordination
- Coordinate executive, customer, investor, partner, and Board visits from initial planning through on-site execution and follow-up.
- Ensure meeting spaces, hospitality, transportation, accommodations, technology, and other logistics come together to create a polished and professional visitor experience.
- Support leadership events, town halls, customer engagements, corporate functions, and other executive-facing activities.
- Serve as a key coordination point for executive-facing workplace activities, ensuring relevant teams understand requirements, timing, and responsibilities.
- Partner with People Services to ensure office readiness for executive and external stakeholder activities.
- Collaborate with People Services, Facilities, IT, and external vendors on workplace logistics related to the Executive Office and executive events.
- Identify opportunities to improve workplace efficiency, professionalism, safety, and the overall visitor experience.
How You’ll Partner with People Services
This role works closely with People Services on executive visits, leadership meetings and events, customer and investor engagements, workplace communications, office readiness, office moves, significant workplace changes, hospitality, and other activities where the Executive Office and employee workplace experience intersect.
The Executive Assistant owns Executive Office administration and coordination, including CEO and ELT calendars, travel, meetings, materials, action tracking and follow-up; Board-related administrative and logistical support; visitor scheduling; executive visit logistics; and coordination of workplace activities requiring executive involvement.
People Services retains ownership of workplace strategy and employee experience programs; workplace and employee policies; employee relations, accommodations, and workplace investigations; benefits and payroll operations; HSE policies, compliance, training, governance, and emergency preparedness; facilities standards and workplace programs; culture and engagement; and workforce planning.
Where responsibilities overlap, the Executive Assistant and People Services will work in partnership to ensure activities are coordinated effectively and accountabilities remain clear. The Executive Assistant may support communication, scheduling, logistics, and execution related to People Services-led activities, while functional ownership and decision-making remain with People Services.
What You Bring
- Five or more years of experience supporting C-suite executives, ideally within a public company, complex organization, or high-growth environment.
- Demonstrated experience supporting executive leadership teams and Board-level activities, including meetings, materials, scheduling, and logistics.
- Exceptional organizational, prioritization, and project coordination skills, with the ability to bring structure to competing and changing priorities.
- Strong business writing, presentation, and communication capabilities, with excellent attention to detail.
- Proficiency with Microsoft 365, including Outlook, Teams, PowerPoint, Word, and Excel.
- Ability to manage multiple competing priorities with minimal direction while maintaining accuracy, responsiveness, and follow-through.
- Sound judgment and exceptional discretion when handling confidential or sensitive information.
- A proactive mindset and the ability to anticipate needs, identify potential issues, and take appropriate action.
- A professional, collaborative, and service-oriented approach, with confidence working with senior leaders and a wide range of internal and external stakeholders.
- Strong interpersonal skills and the ability to build effective working relationships across functions and levels of the organization.
What Success Looks Like
- CEO and ELT priorities are managed effectively and proactively, with clear visibility to commitments, schedules, and follow-up actions.
- Executive meetings are well prepared, organized, productive, and followed through to completion.
- Board and governance activities are supported seamlessly, with materials, logistics, and communications delivered accurately and on time.
- Executive communications, presentations, and briefing materials are consistently polished and high quality.
- Travel, events, visits, and other executive activities are coordinated thoughtfully and executed smoothly.
- Executives, Board members, customers, investors, partners, and other visitors receive a professional and welcoming experience.
- Partnership with People Services and other internal teams is strong, collaborative, and supported by clear accountability boundaries.
- Operational, scheduling, and logistical challenges are anticipated and resolved before they become obstacles.
- The Executive Office operates with a high level of organization, responsiveness, discretion, and professionalism.
Total Rewards
At Blackline Safety, we offer more than just a job—we offer a career with purpose. Our Total Rewards offerings are designed to support the diverse needs of our global workforce and vary based on employment type and location. They may include:
- Competitive base salary and annual compensation review
- Comprehensive health and dental benefits*
- Mental health and wellness support
- Flexible work arrangements and hybrid work model for eligible positions
- Paid vacation, personal and sick days*
- Professional development opportunities
- Education funding
- A collaborative, inclusive, and mission-driven culture
- Exclusive access to perks and discounts
- A flexible ‘Dress for Your Day’ environment
*Eligibility and coverage vary by employment type and region.
Diversity, Equity & Inclusion
Blackline Safety is powered by the diversity of our talented employees. We are an equal opportunity employer. We consider all applicants, regardless of age, religion, race, color, ancestry, gender, gender identity or expression, disability, national origin, race, or sexual orientation. We enthusiastically encourage all individuals to apply for positions that fit their passions.
If you require accommodation during the recruitment process, please contact us at [email protected]. We are committed to ensuring an accessible and equitable experience for all candidates.
Join Us
If you’re passionate about technology, safety, and making a difference, we’d love to hear from you. Apply today and help us build a safer, more connected world.
Unauthorized Recruitment Communication Alert
We are aware of the instances in which individuals are receiving fraudulent job offers or interview requests that are fraudulently alleged to be from Blackline Safety.
Blackline Safety does not request payment or personal financial information at any stage of the recruitment process.
Please exercise caution, and do not respond to emails or other communications that are not from a Blackline Safety email address.
