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Executive Support Specialist

2 months ago

Calgary, Alberta, Canada Novara Human Capital Solutions Full time
Executive Assistant Role

We are seeking a highly skilled and experienced Executive Assistant to join our team at Novara Human Capital Solutions. As an Executive Assistant, you will provide exceptional support to our senior leaders, ensuring seamless execution of their tasks and responsibilities.

Key Responsibilities:
  • Travel Arrangements: Coordinate travel and accommodations for Executives, including monitoring and executing changes to schedules as needed.
  • Administrative Tasks: Perform clerical and 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.
  • Communication: Receive and review incoming communications on behalf of the Executive Director and/or other senior staff, determine priority, and summarize or distribute accordingly.
  • Action Items: 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: Provide Executives with documentation needed for meetings and correspondence with the business.
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 considered 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.
  • Software Proficiency: Proficiency with Microsoft Office Suite or similar software, with the ability to learn new or updated software.

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.