Marketing & Administrative Assistant to CRO (Calgary Alberta)

Summary

CruxOCM is an automation company focused on heavy industry and the energy sector. The Marketing & Executive Operations Coordinator will support field marketing, executive operations, sales operations, event planning, CRM management, and cross-functional business initiatives while improving internal processes.

Responsibilities

• Research and maintain a calendar of relevant industry conferences, trade shows, customer events, and speaking opportunities
• Manage end-to-end conference planning, including registrations, sponsorships, exhibitor applications, budgets, timelines, travel, shipping, booth logistics, signage, collateral, giveaways, and on-site schedules
• Coordinate speaking opportunities by drafting and submitting abstracts, securing approvals, and managing speaker bios, presentation materials, and organizer requirements
• Coordinate booth staffing, meeting schedules, lead capture, customer engagement plans, executive meetings, partner events, and customer dinners surrounding conferences
• Support development and execution of event marketing assets, including presentations, booth graphics, invitations, one-pagers, email campaigns, social media content, and pre-event attendee outreach
• Ensure post-event follow-up by routing leads, documenting meeting outcomes, and preparing reports on attendance, and recommendations
• Maintain accurate CRM data, including contacts, companies, lifecycle stages, campaign attribution, lead sources, and data hygiene
• Build, segment, import, and maintain prospect and customer lists while supporting lead routing, campaign tracking, reporting, and attribution
• Maintain Marketing event calendars, project trackers, documentation, templates, and shared resources
• Develop and improve repeatable processes for campaigns, events, CRM management, and cross-functional collaboration
• Provide executive support, including calendar management, scheduling, travel coordination, meeting logistics, and executive communications for our CRO and Chief of Staff
• Prepare agendas, presentations, meeting notes, document decisions, and track action items through completion
• Coordinate executive meetings, customer briefings, board preparation, assist our lead Chief of Staff with team off-sites, onboarding logistics, and other cross-functional business initiatives
• Track marketing budgets, sponsorship expenses, invoices, purchase orders, vendor payments, and maintain strong relationships with vendors and consultants
• Manage cross-functional projects, timelines, priorities, and stakeholder communications while proactively identifying process improvements and operational needs

Skills

• 2–3 years of experience in marketing, executive support, operations, project coordination, or a similar execution-focused role
• Exceptional organizational and project management skills with strong attention to detail
• Experience managing multiple priorities, deadlines, and stakeholders in a fast-paced environment
• Excellent written and verbal communication skills, including drafting emails, presentations, event abstracts, and internal communications
• Proficiency with Google Workspace, Microsoft Office, spreadsheets, project management tools, CRM platforms, and reporting dashboards
• Ability to work independently while collaborating across distributed teams
• Strong judgment, discretion, and professionalism when handling confidential information
• A proactive, solutions-oriented mindset with a passion for improving processes
• Comfort thriving in a fast-moving startup where priorities evolve quickly
• Experience supporting sales and marketing executives
• Experience coordinating conferences, trade shows, sponsorships, or customer events
• Experience with HubSpot or other CRM platforms
• Experience building scalable operational processes in a growing startup

Qualifications

Must Haves

• 2–3 years of experience in marketing, executive support, operations, project coordination, or a similar execution-focused role
• Exceptional organizational and project management skills with strong attention to detail
• Experience managing multiple priorities, deadlines, and stakeholders in a fast-paced environment
• Excellent written and verbal communication skills, including drafting emails, presentations, event abstracts, and internal communications
• Proficiency with Google Workspace, Microsoft Office, spreadsheets, project management tools, CRM platforms, and reporting dashboards
• Ability to work independently while collaborating across distributed teams
• Strong judgment, discretion, and professionalism when handling confidential information
• A proactive, solutions-oriented mindset with a passion for improving processes
• Comfort thriving in a fast-moving startup where priorities evolve quickly

Nice to Haves

• Experience supporting sales and marketing executives
• Experience coordinating conferences, trade shows, sponsorships, or customer events
• Experience with HubSpot or other CRM platforms
• Experience building scalable operational processes in a growing startup