Executive Assistant

4 weeks ago

Calgary, Alberta, Canada Alberta Electric System Operator Full time

The Alberta Electric System Operator (AESO) is responsible for the safe, reliable, and economic planning and operation of the Alberta Interconnected Electric System. We provide open and non-discriminatory access to Alberta's interconnected power grid and also facilitate Alberta's competitive wholesale electricity market. The AESO strives to foster an inclusive, diverse and equitable workplace where people feel respected and welcomed for who they are, together we deliver high performance and innovative results.

Job Description

If you are a current AESO employee or contractor, please view openings and apply through our internal site at Workday.

We have an exciting opportunity for three (3) Executive Assistants to join our organization and provide multifaceted administrative support to our executive team, as well as support and administrative services for other business unit members.

The successful candidate will have superior organization skills, sound judgment, and the ability to multi-task and be proactive. You will also have keen attention to detail, discretion when handling confidential information, and flexibility to adapt to changing demands as needed. Your strength also lies in prioritizing tasks to meet multiple deadlines.

In this position, you will become the subject matter expert of company policies and practices, allowing you to make decisions within your scope of authority and responsibility. You will make recommendations and exercise independent judgment in planning, scheduling, and organizing work assignments. You are willing to demonstrate initiative in adapting and applying procedures.

This full-time opportunity offers a competitive salary, and a variable pay program. We also have paid vacation and flex time, health and dental benefits, mental health support, a defined contribution pension plan, and learning and development opportunities as part of your overall compensation package. We support a hybrid work environment, where the team is in the office on Tuesdays, Wednesdays, and Thursdays. Mondays and Fridays are flexible for where you work best.

Signs you will enjoy working in this team:

  • You thrive in a fast-paced and dynamic environment and are looking for an opportunity to embark on transformative industry change.
  • You enjoy working in a team of bright professionals and participating in lively debates.
  • You embrace change and pivot and adapt with ease.
  • You like working in a diverse atmosphere - our team celebrates our colleagues' varied backgrounds, experiences, and perspectives.
  • We value flexibility to support life and personal needs.

Accountabilities include:

  • Prepare and manage a variety of confidential information for the team.
  • Handle travel arrangements including sourcing appropriate flights, booking flights, hotel accommodations, car rentals, etc. and ensuring staff have itineraries and tickets.
  • Prepare expense reports and process invoices for payment through Workday.
  • Coordinate administrative projects.
  • Manage executive and team calendars, arrange appointments, schedule meetings.
  • Develop and assemble meeting agendas and materials, attendance lists, etc.
  • Plan team meetings and team-building events, while ensuring budget is maintained.
  • Screen and prioritize correspondence and prepare replies or respond where appropriate.
  • Develop electronic and manual file systems and file documents.
  • Coordinate the organization of documents, maintain records and ensure efficient data management.
  • Develop and maintain reports, presentations, and all materials in support of committee and Board meetings.
  • Prepare and format committee materials using Diligent for Board Meetings.
  • Assist with the intake process for new staff, including securing office space and furniture, assembling supplies, and liaising with the IT department to set up computer accounts.
  • Act as a departmental liaison, conducting business with peers, colleagues, and external vendors on behalf of the team.

You have:

  • Post-secondary diploma in office administration.
  • Knowledge and/or experience in the electric industry would be a definite asset.
  • 3-5+ years' experience in positions of increasing responsibility.
  • Experience working with both executive and management level staff, within a dynamic team-based environment.
  • Demonstrated skills in organization, documentation, and information management.
  • Ability to be an effective communicator, spoken and written.
  • Strong attention to detail.
  • Ability to multi-task and manage the needs of multiple job assignments.
  • Comfortable with a suite of applications such as Workday, SharePoint, Microsoft, and Diligent.

Application deadline: June 2, 2024

#LI-Hybrid

If you are contacted for a pre-screening and/or interview, please advise of any accommodation measures required to enable you to fully participate. Information received relating to accommodation measures will be addressed confidentially.

The Alberta Electric System Operator is unable to accept unsolicited agency resumes.

The Alberta Electric System Operator, and its members, officers, employees and agents (collectively, the "AESO") is committed to protecting personal information provided to it. When you submit your personal information to the AESO for the purpose of pursuing employment with the AESO, the collection, use and disclosure of personal information is in accordance with the provisions of the Freedom of Information and Protection of Privacy Act (FOIP Act) of Alberta.

As noted, the AESO is mandated to maintain the safe and reliable operations of the provincial power grid. As part of meeting its obligations, the AESO may require the successful candidate to undergo a criminal background check for the position. This collection of personal information for the purposes of a check will be conducted in accordance with Section 33 of the FOIP Act.

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