Executive Assistant in Calgary, Alberta

Executive Assistant

About the Position

Reporting to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO), the Executive Assistant supports the CEO and CFO as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.

This position is part time (3 days a week – flexible).

Responsibilities

• Coordinate scheduling and data content and flow for board meeting presentations.

• Create and upload workbooks for board presentations on Board Effect

• Attend Board meetings and create minutes, circulate for signatures and forward to legal

• Coordinate donations; create notice, distribute, contact recipients and file receipts

• Coordinate and order service awards, employee promotional gifts and gift cards

• Maintain professionalism and strict confidentiality with all materials.

• Organizing the incoming flow of work, prioritizing requests, maintaining a monitoring system, and following-up to ensure timely responses; preparing for meetings and arranging teleconferences.

• Takes actions in drafting correspondence and forwarding for action and/or distributing for information.

• Obtains, compiles and extracts information from files, publications, internet, databases and other sources to prepare documents and papers.

• Organizes meetings, including but not limited to, acting as a liaison, contacting participants, preparing documentation for distribution, and coordinating administrative and logistical arrangements.

• Following the meetings, draft minutes and circulates to participants.

• Issues purchase requisitions for supplies and equipment, and reviews requests for payments.

• Administration of the stock option plan, with assistance from Finance

• Assist Executives with certain communications/emails, logistics, expense reports and travel arrangements.

• Other corporate and department-level administrative support duties as assigned

  Requirements:

• Minimum four (4) or more years of experience in an administrative role reporting directly to upper management.

• Excellent written and verbal communication skills.

• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.

• Proficiency with office productivity tools.

• Flexible team player, willing to adapt to changes and unafraid of challenges.

• Ability to maintain confidentiality of information related to the company and its employees.

• Role to be based out of the Calgary location, hybrid combination of work from home and office days.

   

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