Executive Assistant to COO

2 weeks ago

Edmonton, Canada Durabuilt Windows & Doors Full time

Our values are at the core of everything we do

  • Innovative.  Think ahead to stay ahead.
  • Driver.  Stay hungry and act with urgency.
  • Ownership.  No excuses. 100% accountability.
  • Caring. F or employees, partners and community.
  • Individual.  We work with great people and expect a lot from them.

We are one of Western Canada’s largest window and door manufacturers servicing consumers, contractors and retailers. Established in 1988 and headquartered in Edmonton, Alberta, it’s not just Durabuilt’s innovative manufacturing and design that places us on the list of Canada’s Best Managed Companies –  it’s also our people.

Overview

The Executive Assistant will provide executive-level support to the Chief Operating Officer (COO). This position requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion. The Executive Assistant serves as a key liaison between the COO and internal/external stakeholders, managing communication, scheduling, and administrative tasks to ensure the COO's time is optimized and priorities are met effectively.

Accountabilities

Executive Administration & Support:

  • Complete a variety of administrative tasks – manage an active calendar, expense reports, compose and prepare correspondence; arrange travel plans, itineraries, agendas.
  • Plan, coordinate and ensure the schedule is followed and respected. Provide "gatekeeper" and "gateway" role, creating win-win situations for direct access for time and office. 
  • Build collaborative relationships to develop and strengthen internal and external partnerships that can help and support. 
  • Conduct research, compile data and prepare documents and reports for the COO as required.
  • Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks.

Events, Meetings and Special Projects:

  • Work closely with the COO to keep him well informed of upcoming commitments and responsibilities and follow up. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive updated. 
  • Prepare agendas and make arrangements for meetings.
  • Attend meetings and record minutes. Compile, transcribe and distribute meeting minutes. 
  • Coordinate a variety of diverse and special projects for the Executive. 
  • Organize and maintain office files and records. Perform general office duties – ordering supplies and maintaining records management systems.
  • Actively plan and participate in all company functions and events. 

Leadership:

  • Provide a bridge for smooth communication between the Executive and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures. 

Education

  • Certification in Business Administration or Office Administration .

Experience / Capabilities

  • 7+ years’ experience in a senior clerical or executive assistant position. 
  • Experience dealing with senior leaders, and exceptional relationship building and interpersonal skills enabling interaction at all levels. 
  • 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. 
  • Knowledge of administrative procedures and systems such as word processing, managing files and records, transcription, designing forms and other office procedures. 
  • Intermediate to advanced proficiency in computer skills in Outlook, Word, Excel, PowerPoint.
  • Very high integrity, ethical and trustworthy.
  • Solution focused and comfortable working in an environment which requires a high degree of attention to detail and robust deliverables. 
  • Comfortable with high volume workload, the ability to multitask, organize your time and meet multiple deadlines.
  • Strong work ethic, action oriented and desire to achieve excellence. 
  • Proactive and able to assimilate new information quickly.

We embrace diversity and offer equal opportunities to all qualified applicants regardless of origin, culture, ethnicity, age, ability, gender identity, sexual orientation, or faith. Thank you to all those apply and those who are short-listed will be contacted. 

About Company

Durabuilt Windows & Doors’ story started over 30 years ago with a family of entrepreneurs and their dedicated team. Together they turned a small window and door shop into one of the largest privately held manufacturing companies in Western Canada. Hard work, dedication and above all else a customer-focused attitude, has shaped Durabuilt into the company it is today. Durabuilt celebrates hard work, innovation and business growth, all while maintaining a spot on Canada’s Best Managed Companies list since 2012. It’s not just Durabuilt’s innovative mindset and design that places us on this list, it is also our people

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