Senior Executive Assistant

4 weeks ago

Calgary, Alberta, Canada Calgary Stampede Full time

About the Calgary Stampede

The Calgary Stampede is a not-for-profit community organization dedicated to preserving and celebrating our Western heritage, cultures, and community spirit. Embodying the theme 'We're Greatest Together', the Stampede is recognized as one of the most esteemed volunteer-based organizations globally, governed by a volunteer Board of Directors and supported by thousands of enthusiastic volunteers and year-round staff.

As a premier, year-round gathering venue, we welcome visitors from Calgary, southern Alberta, and beyond. Building on a rich legacy, we are committed to enhancing our role as a purpose-driven, trusted organization that reflects diverse communities. The Stampede is focused on fostering a safe, fair, and equitable environment, delivering inclusive and welcoming programs, and engaging with our communities to celebrate various perspectives and our Western heritage and culture.

Position Overview

Reporting to the Executive Vice President of Volunteer Services and Communications & Corporate Secretary, the Executive Assistant position presents an exciting opportunity for an individual seeking a challenging career path. This role allows for collaboration with the organization’s senior leaders and involves executing a wide array of projects and responsibilities.

Key Responsibilities

The responsibilities of this position include, but are not limited to:

  • Managing calendars and coordinating meeting spaces (including booking, ensuring technological needs, refreshments, setup, and attendee support).
  • Prioritizing and following up on both internal and external communications, preparing documentation, and coordinating meetings and agendas. Providing backup support for committee activities as necessary.
  • Developing and maintaining both electronic and manual documentation management systems.
  • Recording minutes and processing information for distribution to management and committees.
  • Assisting in the creation of executive presentations.
  • Undertaking special projects and initiatives on behalf of the executive team.
  • Coordinating high-profile stakeholder events.
  • Assisting in the preparation and planning of the annual budget.

Qualifications and Skills

The ideal candidate will be proactive, optimistic, and capable of multitasking. They should possess a degree or diploma in business management, event management, or a related field, along with the following qualifications:

  • A minimum of five years of experience in an executive support role.
  • Strong communication skills with the ability to convey various messages with understanding, social awareness, tact, and resolve.
  • Exceptional attention to detail and a commitment to quality.
  • Ability to adapt to changing work processes and manage change effectively.
  • Advanced proficiency in MS Office Suite (Excel, Word, PowerPoint, Teams).
  • High level of confidentiality, diplomacy, and discretion.
  • Excellent verbal and interpersonal communication skills, with the ability to multitask and meet tight deadlines in a fast-paced environment.
  • Proven ability to work collaboratively within an engaged and dynamic team.
  • Previous experience in sponsorship, programming, construction, and/or operations is considered an asset.

Working Environment

  • This role is based in an office setting.
  • Involves repetitive movements of the arms, hands, and fingers. Occasional lifting and carrying of up to 30 lbs, along with pushing, crouching, bending, kneeling, and reaching. Daily stair climbing and occasional exposure to noise, dust, animal dander, and temperature variations.
  • Flexibility in working hours is required to accommodate meetings outside of regular business hours and to support the execution of the annual Stampede celebration.
  • Adequate visual acuity is necessary for this position.

Benefits

The Calgary Stampede offers a unique and stimulating work environment with opportunities for professional growth and employee training.

Application Process

Interested candidates are encouraged to submit their resumes. All applicants will be acknowledged, and only those selected for interviews will be contacted.

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