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Senior Executive Assistant

3 months ago

Calgary, Canada PBA Group of Companies Full time

Company Overview:

Building Possibility & Community for close to 60 years

PBA Group of Companies (PBA) is an award-winning owner, operator and developer of industrial, retail, office and hospitality assets.


PBA takes pride in being women-owned and led, guided by rich history, core values and long-lasting relationships. With our fully integrated approach to real estate addressing development, construction and property management PBA is committed to building and operating premier assets that celebrate the way people work, live and stay.


PBA recently expanded its offerings by introducing a hospitality portfolio with the unveiling of The Dorian, a 27-storey, dual-brand Marriott Autograph Collection and Courtyard Marriott hotel. Recognized globally as one of North America's premier hotels by Fodor's Travel, The Dorian has received numerous accolades for its exceptional design, culinary offerings and guest experience.

Looking ahead, PBA remains committed to creating vibrant communities that both its partners and tenants take pride in calling home. To learn more about us, please visit our website at www.pbaland.com.


Job Summary:

The Senior Executive Assistant to the CEO will be responsible for providing high-level administrative support to the CEO, ensuring smooth and efficient operations within the executive office. This role requires a seasoned professional with exceptional organizational, communication, and interpersonal skills.


Job Accountabilities:

Executive Support:

  • Meet daily with the CEO to review, coordinate and align on priorities, objectives and meetings for the week.
  • Manage the CEO’s calendar, schedule meetings, travel arrangements and coordinate appointments.
  • Prioritize and handle correspondence, emails, and phone calls, ensuring timely and appropriate responses.
  • Prepare and edit correspondence, reports, presentations, and other documents.
  • Handling of urgent issues or conflicts that may arise throughout the day.
  • Organize and maintain confidential files and records.

Meeting Review and Coordination:

  • Arrange and coordinate internal and external meetings, including board meetings, executive team meetings, and stakeholder meetings.
  • Prepare meeting agendas, materials, and presentations as requested.

Liaison Role:

  • Act as a liaison between the CEO and internal/external stakeholders.
  • Facilitate communication and collaboration across departments.
  • Keep the CEO informed of important developments within the organization

Project Management:

  • Assist in the planning and execution of special projects as directed by the CEO.
  • Conduct research, gather data, and prepare reports to support decision-making processes.
  • Track project timelines and deliverables, ensuring deadlines are met.

Personal Assistant Duties (upon request):

  • Handle personal errands and tasks for the CEO.
  • Coordinate personal travel arrangements and vacations.
  • Occasionally assist in planning and/or family events, such as celebrations, gatherings, and other social events.
  • Other duties as requested.


Minimum Job Qualifications:

  • Minimum of 7-10 years of experience as an Executive Assistant, preferably in a senior role supporting C-level executives.
  • Grade 12 Diploma or equivalent; Post-secondary diploma in a related field is preferred.
  • Demonstrated experience in personal assistant duties.
  • Exceptional organizational and time management skills.
  • Strong verbal and written communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
  • Detail-oriented with the ability to manage multiple priorities and deadlines.
  • Problem-solving skills and the ability to work independently and as part of a team.

Personal Attributes:

  • Professional demeanor and appearance.
  • High level of integrity and reliability.
  • Flexibility and adaptability to changing priorities and demands.