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Executive Support Specialist

2 months ago

Calgary, Alberta, Canada Novara Human Capital Solutions Full time
Job Summary

We are seeking a highly skilled and experienced Executive Support Specialist to join our team at Novara Human Capital Solutions. As an Executive Support Specialist, you will provide exceptional administrative support to our senior leadership team, ensuring seamless day-to-day operations and contributing to the success of our organization.

Key Responsibilities
  • Travel Arrangements: Coordinate travel and accommodations for senior executives, including monitoring and executing changes to schedules as needed.
  • Administrative Tasks: Perform a range of administrative tasks, including drafting letters, memos, invoices, reports, and other documents for senior staff.
  • Office Management: Maintain records, order supplies, and perform basic bookkeeping tasks to ensure efficient office operations.
  • Communication: Receive and review incoming communications on behalf of senior executives, determine priority, and summarize or distribute as necessary.
  • Action Item Management: Delegate and follow up on action items within your scope of responsibility.
  • Confidentiality: Maintain confidential information for the business, team, and leadership, ensuring information is handled appropriately.
  • Meeting Coordination: Coordinate and send meeting invitations and agendas to attendees, book meeting rooms, and arrange for necessary IT resources and refreshments.
  • Documentation: Prepare briefing notes and minutes of meetings as required.
  • Support to Executives: Provide senior executives with documentation needed for meetings and correspondence with the business.
  • Additional Duties: Perform additional duties as assigned by senior executives.
Requirements
  • Experience: A minimum of 8 years of executive and administrative experience supporting senior leaders.
  • Education: Post-secondary education or technical diploma, with a strong understanding of the energy sector an asset.
  • Skills: Excellent communication, organizational, and prioritization skills, with attention to detail and time management.
  • Confidentiality: Ability to observe and maintain the utmost confidentiality.
  • Technical Skills: Proficiency with Microsoft Office Suite or similar software, with the ability to learn new or updated software.
Company Culture

Novara Human Capital Solutions is an equal opportunity employer and considers applicants for all positions without regard to race, color, creed, religion, ancestry, national origin, age, gender identity, gender expression, marital status, sexual orientation, military/veteran status.