Executive Assistant

1 month ago

Edmonton, Alberta, Canada Alberta Machine Intelligence Institute Full time
Salary:

"At Amii our team is growing fast and investing in AI to create the future. If you're passionate about assisting mission driven executive teams, we would love to hear from you"

~ Cam Linke, CEO ~

About the Role

Reporting to the CEO, the Executive Assistant serves as a key member of the Executive Team and an active participant in providing executive support on all matters pertaining to the CEO and Executive Team.

Serving as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the CEO, our Executive Assistant serves as a liaison to the board of directors and senior management teams.

The Executive Assistant organizes executive outreach, external relations, and oversees special projects. They must be creative, exercise good judgment, and possess strong communication, administrative, and organizational skills. They should maintain a balance among multiple priorities, work independently on projects from start to finish, and handle diverse and confidential matters with discretion at all times.

This role's key accountabilities:

  • Administration: Completing a broad variety of administrative tasks for the CEO and the Executive team.
  • Communication: Ensure seamless communication between the CEO's office and internal departments; foster dependability to uphold credibility, trust, and support with management.
  • Liaison: Serves as the administrative liaison to Amii's board of directors.

Required Skills / Expertise

Key Responsibilities:

Administration

  • Plan, coordinate and ensure the CEO's schedule is followed and respected. Provide a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office
  • Manage the CEO's calendar of appointments; complete expense reports; compose and prepare correspondence; arrange detailed travel plans, itineraries, agendas and compile documents for travel-related meetings
  • Provide administrative support to the executive team, assisting with various tasks to ensure their operations run smoothly and efficiently
  • Prioritize tasks and projects promptly and proactively, and ensure projects are completed successfully, often under tight deadlines
  • Successfully complete deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the organization. This would include, but is not limited to, preparing presentations for a variety of meetings

Communication

  • Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities
  • Serve as the CEO's administrative liaison to Amii's board of directors, maintaining discretion and confidentiality in relationships with all board members
  • Concurrently manage several projects while nurturing and maintaining healthy partnerships and relationships with the CEO, Members of the executive team, People Managers, staff, and clients

Liaison

  • Ensure compliance with bylaws for board and committee matters, including the advance distribution of materials before meetings
  • Prioritize and follow up on issues and concerns addressed to the CEO, including sensitive or confidential matters. Determine the appropriate course of action, referral, or response
  • Other duties may be assigned from time to time

Qualifications:

  • Minimum 2 years of experience in senior leadership or an executive level support role
  • Diploma or degree in Business Administration or related education would be considered an asset
  • Knowledge of executive administration and protocols. Knowledge of government, university and/or non-profit sectors would be an asset
  • Knowledge and experience in dealing with boards, committees, and not for profit governance would be considered an asset
  • Excellent at managing and supporting internal and external stakeholders
  • Must have proficient skills with G-Suite – Gmail, Docs, Drive & Calendar
  • Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint and Social Media platforms

Attributes and Expectations:

  • Exceptional 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, board members, external partners and donors
  • Excellent written and verbal communication skills
  • 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
  • Demonstrated ability to achieve high performance goals and meet deadlines in a growing, fast paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions

What you'll love about us

  • A professional yet casual work environment that encourages the growth and development of your skills.
  • Participate in professional development activities
  • Gain access to the Amii community and events
  • A chance to learn from amazing teammates who support one another to succeed.
  • A modern office located in downtown Edmonton, Alberta.
  • Great benefits including a Health Spending Account and access to our Employee Assistance Program

About Amii

One of Canada's three main institutes for artificial intelligence (AI) and machine learning, our world-renowned researchers drive fundamental and applied research at the University of Alberta (and other academic institutions), training some of the world's top scientific talent. Our cross-functional teams work collaboratively with Alberta-based businesses and organizations to build AI capacity and translate scientific advancement into industry adoption and economic impact.

How to Apply

If this sounds like the opportunity you've been waiting for, please don't wait for the closing July 30, 2024 to apply - we're excited to add a new member to the Amii team for this role, and the posting may come down sooner than the closing date if we find the right candidate before the posting closes When sending your application, please send your resume and cover letter indicating why you think you'd be a fit for Amii. In your cover letter, please include one professional accomplishment you are most proud of and why.

Applicants must be legally eligible to work in Canada at the time of application.

Amii is an equal opportunity employer and values a diverse workforce. We encourage applications from all qualified individuals without regard to ethnicity, religion, gender identity, sexual orientation, age or disability. Accommodations for disability-related needs throughout the recruitment and selection process are available upon request. Any information provided by you for accommodations will be kept confidential and won't be used in the selection process.

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