Executive Administrator

2 weeks ago

Calgary, Canada Winsport Full time

**Scope of Position**:
Reporting to the President & CEO, the Executive Administrator is responsible for working alongside our President & CEO in addition to a wide variety of administrative duties in support of the Executive Leadership team as a whole.

Duties include but are not limited to preparation of documents and correspondence, file management, organizing meetings, office management, reception duties, arranging travel plans, calendar management and drafting both internal and external correspondence. The Executive Administrator is also required to maintain confidentiality and professionally interact with employees, management and public.

This is a permanent position with benefits, working a 32.5 hour work week.

**Responsibilities**:

- Provide direct executive administrative assistance to the President & CEO and members of the executive team, as directed.
- Prepare travel schedules, book travel arrangements, and make reservations for members of the Executive Leadership Team, as directed.
- Prepare and review presentations.
- Complete expense reports, pay invoices, and other related accounting duties.
- Coordinate and purchase gifts for key stakeholders as directed.
- Serve as first-line support for technology issues, assisting with troubleshooting and coordinating solutions as needed.
- Special projects and other duties shall be assigned as required. (e.g. Flames tickets)
- Provide office management support to the executive office; coordinate office activities including boardroom use, maintain office supplies and the office space.
- Provide comprehensive meeting support for Board and other executive meetings, including arranging catering, setting up rooms, and troubleshooting technology.
- Reception duties - receive visitors for the WinSport executive office.
- Coordinate both incoming and outgoing mail and deliveries.
- Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.
- Demonstrate a safe work practice at all times by adhering to all WinSport safety policy and procedures and ensuring one’s own safety is preserved along with the safety of co-workers and WinSport guests.
- Be mindful of all safety hazards/concerns within the work environment and ensure all safety issues are reported to the appropriate individuals.
- Review all OH & S notices/meeting minutes as they are distrusted or posted on OH & S boards located within each department.
- Other duties shall be assigned as required.

**Qualifications**:

- Post Secondary Certificate or Diploma in Business Administration, or relevant discipline.
- 5-7 years experience in an Executive Assistant or Office Manager role required.
- Strong knowledge and experience with file management.
- High level of attention to detail.
- Strong knowledge of office procedures and practices.
- Strong knowledge and experience with Microsoft Office Suite (Outlook, Word, Excel, Power Point).
- Resourceful and flexible.
- Proven organizational and time management skills.

**Physical Demands**:

- Typical Office Environment

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