Executive Assistant I

Job Title: Executive Assistant I
Location: Calgary, AB (Hybrid)
Estimated Duration: 4 Months

Description:
SUMMARY OF THE ROLE:
Provides dedicated administrative support to an Executive Office at the Client Executive Vice President (EVP) level, reporting directly to the Executive Office Manager and providing extended and broad range of administrative or general office support for the Deputy Chairwoman and the Vice President as assigned.
May also be covering reception duties in this role when receptionist is over break (would be greeting couriers)
Provides dedicated administrative support to an Executive Office at the client Executive Vice President (EVP) level, reporting directly to the Executive Office Manager and providing extended and broad range of administrative or general office support for the Deputy Chairwoman and the Vice President as assigned. Work will involve a range of complexity and may include but is not limited to the following accountabilities:

CUSTOMER:

• Provide a high level of administrative support ensuring quality service and professionalism at every customer interaction
• Manage efficiently in a multi-tasked environment and ensure deadlines are met
• Apply appropriate due diligence ensuring accuracy in preparing and promptly completing all required supporting documentation as well as data maintenance, collection and retention (ie. contacts, mailing lists, reporting, presentations, invoices, correspondence, communications, tables, charts, files, etc.)
• Schedule and organize meetings for the executive office team, including preparation and co-ordination by booking the facility, pre-mail, arranging required equipment, refreshments, ordering and supplying meeting materials/items, etc., as required
• Provide a high level of efficiency and communication skills in arranging complex travel (ie. flights, hotels, car service) for meetings and events within and outside of Canada.
• Maintain proficiency with software applications/programs and/or department specific systems as required (ie. COUPA, OneNote, MS Office, Word, PowerPoint, Excel, Lotus Notes, Planner, etc.)
• Assist in the efficient management and response to incoming enquiries/requests for information independently or re-direct to the appropriate person/area as required

SHAREHOLDER:

• Ensure the optimal level of customer service and professionalism is provided
• Provide accurate, organized and efficient executive level administrative support; collect and track data, research information, sort and distribute mail, balance and process expense reports, schedule and organize meetings, manage calendars, create and maintain files, and perform other administrative assignments as required
• Consistently exercise discretion in managing correspondence, information and all matters of confidentiality; escalate issues where appropriate
• Prioritize and manage own workflow to ensure quality and efficiency (ie. meet deadlines; be flexible in adjusting to changing work priorities)
• Use software programs and other tools or equipment with ease and efficiency, and provide documents/ information that effectively support the needs of the team
• Efficiently manage expectations/concerns through strong communication skills, both verbal and written
• Take initiative to identify and recommend improvements in own job function, research and/or investigate issues requiring resolution in order to execute on assigned tasks

EMPLOYEE TEAM:

• Be an effective team player and demonstrate strong flexibility in adjusting to changing work priorities and office pace
• Participate fully as a member of the team and contribute to a positive work environment
• Keep others in the immediate team informed and up-to-date about the status/progress of projects, and all relevant or useful information related to day-to-day activities
• Support the team by continuously developing knowledge in own area

BREADTH & DEPTH

• Reports to the Executive Office Manager in the executive office and provides dedicated executive administrative support to the Executive Office Manager and through to the Deputy Chairwoman and the Vice President in the Office of the Deputy Chairwoman.
• Senior level of administrative support and performs diverse range of tasks ranging in complexity and urgency
• Has autonomy and discretion to make decisions within well-defined parameters
• Role may also be involved with the administration of sensitive and/or confidential material requiring high level of discretion
• Flexibility and understanding of the complexity, and fluctuating pace of priorities within the office will be key to the success of the role

MUST-HAVE Hard Skills:

• Admin background
• Strong communication skills – written and verbal skills. Ability to communicate to different stakeholders within client & External, must be professional and polished.
• Organizational skills
• Time mgmt/ ability to prioritize
• MS office suite
• Event planning experience
• Managing travel (intl and local)