Executive Assistant

6 days ago

Edmonton, Canada Alberta Machine Intelligence Institute Full time

Are you a strong communicator, organizer, and proactive person who thrives in a fast-paced, technical environment? Are you a team player, do you work well with a variety of people, are you people-focused? Are you a resourceful self-starter?

Can you thoughtfully manage numerous administrative activities and requests, with a high level of professionalism, collaboration, and confidentiality?

If so, then this is the right opportunity for you. Amii is searching for a creative and reliable Executive Assistant who is organized, professional, courteous, detailed, able to multi-task, is well spoken, responsible, and strives for perfection in their work.

This role is specifically suited for those searching for **full time, temporary employment**. The temporary term will run **from March 2024 - April 2025**.

**_
"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 ~_**

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

You’ll serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the CEO, and act as a liaison to the board of directors and senior management teams.

Additionally, you’ll organize and coordinate executive outreach and external relations efforts and oversee special projects. You must be creative, exercise good judgment in a variety of situations, and possess strong written and verbal communication, administrative, and organizational skills, and can maintain a realistic balance among multiple priorities. You have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The role focuses on achieving excellence in three main accountabilities:

- Completing a broad variety of administrative tasks for the President & CEO and, at times, for the Executive team.
- Providing a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Serves as the CEO’s administrative liaison to Amii’s board of directors

**What you’ll do**
- 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.
- Manage an extremely active calendar of appointments; complete expense reports; compose and prepare correspondence that is sometimes confidential; arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings.
- Prepare presentations
- 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.
- Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Serve as the CEO’s administrative liaison to Amii’s board of directors, maintaining discretion and confidentiality in relationships with all board members
- Successfully complete critical aspects of 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 company. This would include but is not limited to preparing presentations for All Hands meetings, Board meetings, Executive meetings, and external meetings.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Other duties may be assigned from time to time by management.

**Qualifications**
- 5-7 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 protocol, combined with a broad knowledge of, government, university and non-profit sectors
- Knowledge and experience in dealing with boards and committees, and not for profit governance.
- Excellent at managing and supporting internal and ex

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