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Executive Administrative Assistant
2 months ago
Job Summary:
We are seeking a highly skilled and experienced Executive Administrative Assistant to join our team at Fort McKay Group of Companies LP. The successful candidate will provide high-level administrative support to our senior executives, ensuring the smooth operation of our organization.
Duties and Responsibilities:
- Prepare meeting agendas, packages, minutes, and calendar invites for executive meetings, joint ventures, and partnerships.
- Organize and schedule key meetings with internal and external stakeholders, including board meetings.
- Maintain and update electronic filing systems, including contracts, documents, and marketing materials.
- Respond to inquiries from staff and the public.
- Screen incoming calls and emails, and distribute them to the executive as required.
- Provide a variety of documents, including confidential correspondence, memos, contracts, and reports.
- Arrange itineraries, travel, and accommodations for executives and other personnel as required.
- Order catering for meetings and conferences, as well as manage office supplies and equipment.
- Compile and review expense reports, financial documents, and other administrative tasks.
- Manage access to the executive's office, including FOBs, keys, and security clearance.
- Organize and set up meeting communication requirements, including videoconferencing and other equipment.
- Plan and coordinate events, including retreats, conferences, and social events.
- Run errands for the executive, including purchasing and ordering supplies.
- Attend meetings and events, and document administrative support as required.
- Liaise with executives, management, board members, and external stakeholders to ensure seamless communication and coordination.
Requirements:
- High school diploma or equivalent required.
- Valid Class 5 license and satisfactory 3-year driver's abstract required.
- Post-secondary diploma or degree in administration required.
- Expert knowledge of MS Office, including Word, Excel, and Outlook required.
- Excellent communication, interpersonal, and organizational skills required.
- Strong time management and task prioritization skills required.
Location: Fort McKay, AB. Regular travel required.
