Executive Administrative Assistant

2 weeks ago

Calgary, Alberta, Canada Envent Full time

Company Description

Headquartered in Calgary, Canada, Envent is a world-class manufacturer of analyzers for global energy industries. Envent produces a range of analyzers including H2S / Total Sulfur, Moisture, O2, CO2, Gas Chromatographs, and Optical Hydrocarbon analyzers.

Role Description

This is a full-time Executive Administrative Assistant role located in Calgary, Alberta. The Executive Administrative Assistant is responsible for providing high-level administrative and strategic support to the Chief Executive Officer, including scheduling, reviewing, prioritizing and responding to emails, answering and returning phone calls, organizing documents, maintaining records, and taking notes at meetings.

The Executive Assistant acts as a key liaison between the CEO and internal/external stakeholders, handling sensitive information with discretion. This role requires exceptional organizational, communication, and problem-solving skills to ensure the CEO's time and activities are optimized for maximum efficiency and effectiveness. The Executive Assistant must exhibit a high degree of professionalism, adaptability, and strategic foresight to anticipate and address the needs of the CEO proactively.

Duties and Responsibilities Include:

1. Executive Support:

  • Manage and optimize the CEO's calendar, scheduling appointments, meetings, and travel arrangements.
  • Act as a gatekeeper, prioritizing and screening incoming communications, requests, and correspondence.
  • Prepare reports, presentations, and documents on behalf of the CEO.
  • Provide strategic administrative support, including drafting emails and official communications.
  • Reconcile corporate credit card and submit monthly VISA reports.

2. Meeting Coordination & Event Planning:

  • Plan and coordinate executive meetings, board meetings, office openings, and other events.
  • Ensure meeting agendas, materials, and minutes are accurately prepared and distributed.
  • Follow-up on key action items and decisions made during executive meetings.
  • Organize and manage logistics for high-profile company events and external engagements.

3. Stakeholder Management:

  • Serve as the primary point of contact between the CEO and internal/external stakeholders.
  • Build and maintain strong relationships with executives, board members, and key business partners.
  • Coordinate and manage key deadlines as required, e.g., for projects, quarterly reporting, annual budgets, etc.

4. Operational Efficiency & Process Improvement:

  • Implement and optimize workflows to enhance executive productivity.
  • Develop and maintain an organized filing and document management system.
  • Identify and implement process improvements to streamline administrative tasks.

5. Confidentiality & Discretion:

  • Handle sensitive company and executive information with the highest level of confidentiality and professionalism.
  • Ensure compliance with legal and regulatory requirements regarding executive communications and records.

Qualifications

  • Bachelor's degree in Business Administration, Communications, or a related field.3+ years of experience as an Executive Assistant supporting C-level executives.
  • Exceptional time management and multitasking skills.
  • Strong written and verbal communication skills.
  • High proficiency in Microsoft Office Suite, project management tools, and virtual collaboration platforms.
  • Ability to work independently and make informed decisions under pressure.
  • Strong attention to detail, organization, and problem-solving abilities.
  • Discretion, diplomacy, and integrity in handling confidential information.
  • Ability to legally work in Canada.
  • Valid passport and ability and willingness to travel internationally.
  • Proficiency in Microsoft Office Suite

Compensation: $60,000 - $65,000 Annually

Full employer-paid health and dental insurance

Health and wellness spending account

Matched RRSP

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