Position: Executive Assistant

Report To: C Suite Team

Role:

We are seeking a highly organized and detail-oriented Executive Assistant to join our team in Calgary. The Executive Assistant is responsible for providing comprehensive administrative support to the C-Suite team by managing their calendar, scheduling meetings, handling correspondence, arranging travel, managing expenses, and ensuring smooth day-to-day operations, while maintaining confidentiality and exercising strong communication and organizational skills; often requiring a high level of discretion with sensitive information.

Responsibilities:

• Maintaining and updating the executive's schedule, coordinating meetings, and setting reminders.
• Handling incoming emails, phone calls, and letters, prioritizing and directing communications as needed.
• Planning and booking travel itineraries, including flights, accommodations, and transportation.
• Manage group-wide meetings and agendas, take notes, and track action items for the Executive Leadership Team.
• Keeping the executive’s calendar up to date, including adding events, rescheduling appointments and providing daily briefings.
• Tracking and processing executive expenses, ensuring compliance with company policies.
• Organizing and filing important documents, reports, and presentations.
• Greeting visitors, managing reception area, and directing inquiries.
• Assisting with project management tasks, including research, data compilation, and presentation preparation.
• Maintain professionalism and strict confidentiality with all materials.

Skills:

• Strong verbal and written communication to effectively interact with internal and external stakeholders.
• Meticulous focus on accuracy and thoroughness in all tasks.
• Ability to handle sensitive information with utmost confidentiality.
• A high level of comfort with new technologies and tools.
• Expertise in applications like Outlook, Word, Excel, and PowerPoint.
• Capability to effectively manage personal workload and executive schedules.
• Strong oral and written business communication skills, with high attention to detail; business writing an asset.
• Ability to maintain confidentiality of information related to the company and its employees.
• The capacity to multi-task and possession of excellent time management skills.
• Ability to work effectively under pressure and demonstrate sound judgment in environments with conflicting priorities.

Qualifications:

• College diploma or undergraduate degree e in a relevant field required.
• Advanced understanding and experience with administrative functions, processes, and systems.
• A minimum of five (5) years’ experience in a senior administrative role supporting executive level.
• Demonstrated proactive approach to problem solving with strong decision-making capability.
• Ability to work on big strategy plans as well as day to day tasks.