Executive Assistant

2 weeks 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 within the home building industry, the driven team, is the embodiment of “Excellence Comes Standard”.

**Duties and responsibilities**

**Calendar and Meeting Management**:

- Organize, prioritize, and manage the calendars of the President and CEO, scheduling and coordinating meetings, conferences and appointments while ensuring maximum efficiency.
- Prepare meeting agendas, materials, and record accurate minutes as required.
- Prepare and distribute various data and information regularly, maintaining a high level of accuracy and confidentiality.

**Corporate Strategy and Events**:

- Plan and execute corporate strategy events twice a year, ensuring seamless logistics and coordination.
- Organize the annual Christmas party, including venue selection, catering, and entertainment.

**Presentation and Proposal Creation**:

- Develop and create presentations, proposals, and other materials as needed for executive meetings and corporate events.

**Expense Management**:

- Accurately complete and manage expense reports for the executive team, ensuring compliance with company policies.

**Confidentiality and Sensitivity**:

- Handle sensitive and confidential information with the utmost discretion and professionalism.

**Personal Support**:

- Provide personal support to the executive team as required, including handling errands, logistics, shopping, and miscellaneous tasks.

**Communication Liaison**:

- Act as a key point of contact between the executives and other departments, clients, and stakeholders.
- Screen incoming calls, respond to inquiries, and redirect as necessary.

**Travel Arrangements**:

- Plan and coordinate travel itineraries for the executives when needed.
- Ensure all travel logistics, accommodations, and schedules run smoothly.

**Administrative Support**:

- Handle other duties and special projects as requested by the executives.

**Other**
- Liaise with various internal groups (i.e. human resources, finance, construction, marketing)
- Assist in research and due diligence related to special projects.
- Occasionally run professional and personal errands (i.e. distributing gifts to industry contacts/friends)

**Office Management Duties**:

- Act as the primary liaison for all office-related matters, including maintenance, procurement of office supplies, and communication of fire drill notifications.
- Strategically plan and execute the office layout and seating arrangements to optimize team efficiency.
- Maintain meticulous control over the inventory of office supplies at Logel Homes head office.
- Execute procurement processes for non-stationary office equipment and furniture for both the head office and show suites.
- Oversee the acquisition of office stationery supplies, branded bottled water, branded coffee cups/lids, and name badges for sales centers and sales staff.
- Coordinate the seasonal update of planters at sales centers twice a year (summer/winter).
- Ensure the upkeep of a well-organized office environment, including storage rooms, coffee stations, and shared spaces.
- Facilitate the procurement of coffee supplies as needed.
- Manage the procurement of Logel Homes branded items for various departments, including warranty, construction, executive team, and onboarding.
- Arrange for the acquisition of key fobs and business cards (if required) for new staff members.
- Address employee inquiries related to office management issues, such as stationery and hardware procurement.
- Coordinate the delivery and return of archived files in an organized manner.
- Take charge of organizing company staff events, which include the annual lawn bowling, bowling, and paintball activities.
- Oversee the procurement of artwork and frames for offices and shared areas and coordinate their installation.
- Provide administrative support to the customer service team by sourcing customer possession gifts.
- Collaborate with the volunteering committee to offer administrative assistance for their initiatives.
- Assist management staff as needed.

**Other duties and ad hoc projects as assigned by the President and the CEO/Chairman.**

**Please note that the Logel Homes offices will be relocating to the Mount Royal University Area in Fall 2024**

**Qualifications**

**Education**
- Completed High School Diploma
- Post-Secondary education is considered an asset.

**Experience**
- 5 years’ experience in a senior administrative role (ideally supporting more than one Executive)

**Skills**
- Bachelor’s degree in business administration or related field preferred.
- Exceptional organizational skills and the ability to manage multiple tasks simultaneou

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