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Executive Assistant – Mat Leave coverage

by Executive Solutions  |  11.07.19 | 14:48

Our client, a not-for-profit organization, with an 80-year history in Alberta, is looking a highly organized, detailed and self-motivated professional Executive Assistant with a “can-do” attitude. In this role you will provide administrative services to the CEO, COO, Board of Governors and Executive Staff.


Duties and Responsibilities

  • Administrative support to the CEO and COO
    • Calendar management
    • Prepare supporting documentation for meetings with the Executive Team and the Board, industry/public and government agencies
  • Acting as the Board Secretary;
    • Organize, coordinate and support the Board and CEO/COO meetings by scheduling participants,
    • Ensure room availability,
    • Organize support materials,
    • Preparing presentations and agendas,
    • Record and transcribe meeting minutes and track commitments and deadlines
  • Record and transcribe other meeting minutes as required
  • Answer and prioritize telephone inquiries, direct mail, photocopy, arrange for translation and/or printing
  • Organize, track and bring forward when needed large amounts of documents
  • Arrange travel for the CEO, COO, Governors and Division Staff
  • Submit expense claims
  • Draft routine correspondence for external and internal communications
  • Lead or participate in administrative projects as required
  • Organize events for staff, Board of Governors and clients as required
  • Participate in the Social Committee


Knowledge & Skills

  • Minimum five (5) years’ experience in an administrative assistant role
  • Advanced business and administrative knowledge
  • Advanced computer skills (Word, Excel, PowerPoint and Outlook)
  • Basic experience in financial management and financial management software
  • Enthusiastic and self-motivated with strong organizational, time management, and priority setting skills
  • Must be able to obtain a Canadian government Level II security clearance and pass a criminal background check
  • Strong communication skills with demonstrated ability to form and maintain positive working relationships with diverse stakeholders
  • Effective written and verbal presentation skills: English essential
  • Effective negotiation skills
  • Personable team player with a proven ability to operate independently in a wide variety of dynamic and challenging situations


Education Requirements

  • Administrative Professionals Certificate or equivalent (preferred)
  • High School graduation diploma from a recognized institution (minimum) or,
  • An acceptable combination of education and experience


If you meet ALL the criteria set out above, are legally eligible to work in Canada without sponsorship and live in the Calgary area please forward your resume, AND salary expectations to:

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