Executive Assistant

4 months ago


Calgary, Canada Calgary Public Library Full time

**Job Summary**:
Reporting to the Director, Communications & Engagement, the Executive Assistant co-ordinates day to day executive support to the CEO and members of the Executive Leadership Team, and administrative support to Chair(s) of the Library Board and its Committees with positive energy and commitment to proactively deal with all levels of management in changing priorities and inquiries.

Independently manage the CEO's calendar and review meeting appointments to ensure they are prepared with applicable materials and remain agile to manage high priority or urgent meeting requests. This role will also integrate administrative systems and workflow to ensure the effective and efficient operations of the CEO Office. The Executive Assistant ensures the overall coordination and effective performance of support functions within the CEO Office ensuring processes in the areas of supplies, ordering, purchasing and inter office communications are maintained at a competent level.

In addition, the Executive Assistant will provide or coordinate reception desk coverage. Success in this position requires exceptional customer service skills and strong administrative experience specifically with Board administration - with a high focus on accuracy, critical timelines and confidentiality. The ability to work evenings and weekend events is required.

**Responsibilities and Activities**:
1. Provides efficient and effective executive and administrative support service to the Executive Leadership Team and the Board of Directors, including; communications, meeting logistics and record keeping, presentations and travel.

2. Ensures all documents flowing to and from the CEO office are complete and accurate.

3. Prepares internal and external correspondence such as letters, memos and other materials, as required.

4. Supports members of the Board of Directors with administration requirements.

5. Screens phone calls, opens and sorts mail and summarizes reports for the Executive Leadership Team.

6. Organizes travel for the Executive Leadership Team and the Board of Directors.

7. Inputs and maintains information in the contact management database.

8. Assists with the coordination of special events and functions.

9. Receptionist - screen and respond to all phone calls into the CEO Office with a professional manner. Meet and greet visitors and guests to the CEO office by providing prompt courteous customer service.

10. Maintains positive and effective working relationships with all parts of the Library.

11. Works in a confidential environment.

12. Demonstrates continuous individual development and growth.

13. Other related duties.

**Qualifications**:

- Completion of a related post-secondary certificate or diploma.
- At least 5 years’ directly related recent full-time experience.
- Works with a high degree of diplomacy, confidentiality and good judgement.
- Exceptional verbal communication skills with stakeholders of all levels.
- Proven ability to deliver a high level of customer service.
- Advanced writing and editing skills.
- Strong attention to detail.
- Self motivated and takes initiative.
- Manages several simultaneous priorities in a dynamic environment.
- Excellent time management and organizational skills.
- Advanced knowledge of Microsoft Office programs specifically Word, Power Point, Outlook and Excel. Strong knowledge of SharePoint, as well as technologies for virtual communication and collaboration.
- Ability to work evening and weekend events is required.

**Additional Information**:

- Mental demands associated with simultaneous and multiple priorities, multi-tasking, and a dynamic work environment
- Manages conflict effectively
- Contributes in a team/collaborative environment
- Physical demands associated with using a computer for long periods of time
- Moderate lifting


  • Executive Assistant

    6 months ago


    Calgary, Canada ROSC Solutions Group Full time

    **Executive Assistant** Bowline Health We are a fast-growing startup in the behavioural health industry, dedicated to providing innovative and accessible mental health solutions. Our mission is to improve the well-being of individuals by leveraging cutting-edge technology and evidence-based practices. We are seeking a dynamic and proactive Executive...

  • Executive Assistant

    1 month ago


    Calgary, Canada Peters & Co. Limited Full time

    **OPPORTUNITY - EXECUTIVE ASSISTANT, CORPORATE FINANCE** **Role: Full-time, Employee** **Location: Peters & Co. Limited - Office, Calgary AB (not remote or hybrid)** **Start Date: January 2025 or earlier** - Peters & Co. is a full-service investment dealer that has specialized in the Canadian energy sector for over 53 years._ An **Executive Assistant,...

  • Executive Assistant

    6 months ago


    Calgary, Canada De Havilland Full time

    De Havilland Aircraft of Canada Ltd. (‘DHC’) is a proudly Canadian aerospace company currently transitioning its corporate headquarters to Calgary, AB. DHC is undertaking a consolidation of its underlying subsidiary companies under a single brand currently offering engineering, aftermarket, new aircraft manufacturing, modifications, parts manufacturing,...

  • Executive Assistant

    3 months ago


    Calgary, Canada South Calgary Oral and Maxillofacial Surgery Full time

    **Executive Assistant** **Executive Assistant Responsibilities**: - Prepare reports, memos, letters, and other essential documents. - Handle basic administrative tasks to facilitate smooth operations. - File and retrieve corporate records, documents, and reports. - Research and compile data to create documents for review and presentation by the surgeon or...

  • Executive Assistant

    6 months ago


    Calgary, Canada Trico Homes Full time

    **Position Summary** The Executive Assistant is responsible for a wide variety of administrative duties and management of day-to-day business activities in support of the Executives of the Trico Group of Companies, including the Founder, President & CEO of Trico Residential, and President of Trico Communities. Duties include but are not limited to,...

  • Executive Assistant

    3 weeks ago


    Calgary, Canada AgeCare Full time

    **The Opportunity** Are you a self-driven and passionate individual? AgeCare is looking for a dynamic person to join our team as an Executive Assistant. The Executive Assistant provides executive administrative support to the CEO, COO and Senior Vice Presidents of Operations for Alberta and British Columbia. The Executive Assistant performs, coordinates,...

  • Executive Assistant

    6 months ago


    Calgary, Canada Justin Havre & Associates Full time

    This is your lucky day if you’ve been thinking about joining the high-octane world of Calgary real estate. We’re opening doors to the position of Executive Assistant, working for and with our Leadership Team and Advisors at the Justin Havre Real Estate Team. If you want to work with top-performers in real estate, here’s your chance. This is a job for...

  • Executive Assistant

    3 months ago


    Calgary, Canada Avmax Careers - Canada Full time

    **Employment Type**:Full-time Permanent **Location**:Calgary, AB **Division/Department**:Avmax / Sunward **Available vacancies**:1 **About Avmax**: Avmax is a diverse company offering every product and service related to aviation. We have locations, operations, and deployment worldwide. Our vision at Avmax Group Inc. ("Avmax") is to simplify our...

  • Executive Assistant

    5 days ago


    Calgary, Canada BGIS Full time

    **Who We Are** **Summary** The **Executive Assistant**provides a wide range of administrative support duties for the Executive Management Team. **Given the criticality of the position levels supported by this role**: - This role requires an individual who is exceptionally skilled at providing administrative support to individuals at the executive...

  • Executive Assistant

    3 weeks ago


    Calgary, Canada Sidhu Investment Group Full time

    The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.  ResponsibilitiesCalendar...

  • Executive Assistant

    2 months ago


    Calgary, Canada Kindred Connections Society Full time

    **About Kindred** - At Kindred, we’re convinced the key to living well is healthy relationships with self, family, and others. But relationships are complicated and sometimes we find ourselves in vulnerable places, disconnected from those who matter most. Kindred’s purpose is to realize the power of human connection, and it shapes everything we do....

  • Executive Assistant

    3 weeks ago


    Calgary, Canada Sidhu Investment Group Full time

    The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.  ResponsibilitiesCalendar...

  • Executive Assistant

    3 weeks ago


    Calgary, Canada Sidhu Investment Group Full time

    The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.  ResponsibilitiesCalendar...

  • Executive Assistant

    3 months ago


    Calgary, Canada Logel Homes Full time

    Logel Homes was created in 2000 to bring signature quality and value to townhome and condominium buyers. Logel Homes is proudly one of Canada’s Best Managed Companies (Platinum Standard), the 8-time winner of Customer Insights Best Customer Experience and 2020,2021& 2022 Multi-Family Builder of The Year. With an exciting, vibrant, and stimulating workplace...

  • Executive Assistant

    3 weeks ago


    Calgary, Canada Solve Consulting Inc. Full time

    About Solve ConsultingSolve Consulting is a Calgary-based management consultancy that provides services to clients throughout Canada. We have supported clients across 15+ industries to improve the efficiency, cost-effectiveness, and reliability of their businesses. We provide clients with the Continuous Improvement, Change Management and Project Execution...

  • Executive Assistant

    3 weeks ago


    Calgary, Canada Solve Consulting Inc. Full time

    About Solve ConsultingSolve Consulting is a Calgary-based management consultancy that provides services to clients throughout Canada. We have supported clients across 15+ industries to improve the efficiency, cost-effectiveness, and reliability of their businesses. We provide clients with the Continuous Improvement, Change Management and Project Execution...

  • Executive Assistant

    6 days ago


    Calgary, Canada Miskanawah Community Services Association Full time

    PUBLISHED: DECEMBER 16, 2024 - EXPIRY: JANUARY 15, 2025 - ONSITE - CALGARY, ALBERTA - FULL TIME - PERMANENT - SOCIAL SERVICES **Summary**: The Executive Assistant provides comprehensive support services to Miskanawah’s Executive Leadership Team and the Board of Directors. This position is responsible for ensuring a high degree of accuracy and quality in...

  • Executive Assistant

    7 months ago


    Calgary, Canada Benevity Full time

    **Meet Benevity** Benevity is the way the world does good, providing companies (and their employees) with technology to take social action on the issues they care about. Through giving, volunteering, grantmaking, employee resource groups and micro-actions, we help most of the Fortune 100 brands build better cultures and use their power for good. We're also...

  • Executive Assistant

    3 months ago


    Calgary, Canada Benevity Full time

    **Meet Benevity** Benevity is the way the world does good, providing companies (and their employees) with technology to take social action on the issues they care about. Through giving, volunteering, grantmaking, employee resource groups and micro-actions, we help most of the Fortune 100 brands build better cultures and use their power for good. We're also...

  • Executive Assistant

    6 days ago


    Calgary, Canada Trotter & Morton Group of Companies Full time

    Trotter & Morton Group of Companies are a diverse group of building trades experts offering unique and integrated construction solutions for our divisions specializing in industrial construction, commercial construction, facility services and building maintenance. Since 1927, our skilled workforce has brought their high-quality workmanship, experience, and...