Junior to Intermediate Executive Assistant

1 week ago

Greater Calgary Metropolitan Area, Canada Urban Legal Recruitment Inc. Full time

Based in Calgary, Alberta, our client is Western Canada's fastest growing private apartment building owner and operator. Their vision serves as the framework for the building blocks to their success and guides every aspect of their business. It allows them to focus on what they need to accomplish to continue achieving sustainable, quality growth.


The strength of their platform lies in working with the right people. Acting with integrity and employing an entrepreneurial mindset, their employees work together to create an exciting, dynamic workplace. By employing an active hands-on approach to asset management, their skilled and innovative team operates closely alongside their investors. Our client prides themselves on their diverse and inclusive workplace; they are a unique workplace with unique people.

Reporting directly to the Owner, our client is now looking to hire an exceptional Executive Assistant for their head office in Calgary.


Responsibilities Include:


  • Completes a broad variety of administrative tasks for the Owner including: managing an extremely full calendar of appointments; composing and preparing correspondence that is confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
  • Plans, coordinates and ensures the Owner’s schedules are followed and respected.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Owner including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
  • Acts as a liaison between the Owner and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
  • Works closely and effectively with both the Personal Assistant and the Owner to keep them well informed of upcoming commitments and responsibilities, following up appropriately
  • Manages a variety of special projects, some of which may have organizational impact
  • Prioritizes tasks; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and other staff meetings
  • Management of personal tasks as requested and required.


Qualifications and Attributes:


  • A minimum of 3+ years of Executive Assistant experience supporting C-Level Executives
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners
  • Expert level written and verbal communication skills. A high level of emotional intelligence is required.
  • Must have the ability to multi-task and pivot in real time
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Experience working with Boards and taking accurate Minutes
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Excellent interpersonal and communication skills
  • High level of professionalism; handles sensitive/confidential information with appropriate care
  • Excellent time management and multi-tasking / prioritization abilities. A self-starter who is competent in handling multiple tasks in a changing environment with attention to detail.


Our client is offering the following:


  • Competitive compensation package composed of base salary, bonus incentives, group benefits plan, and rent subsidy.
  • Educational Incentives


Interested and qualified candidates are asked to forward their resume in confidence to Shona Tischner at shona@urbanlegal.ca


At Urban Legal Recruitment we guarantee discretion and confidentiality. We thank all applicants for their interest, however, only those candidates selected for an interview will be contacted.

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