Executive Assistant

7 days ago

Edmonton, Canada Open Circle Full time

Executive Assistant

**Summary**

Reporting to the Chief Legal and Risk Officer (CLRO), the Executive Assistant is responsible for providing administrative support to the CLRO and Chief Financial Officer (CFO) including calendar bookings, work scheduling, document creation and correspondence preparation. The incumbent is required to maintain confidentiality and professionally interact with employees and management.

**Responsibilities and Activities**

Provide administrative support directly to the CLRO and CFO with professionalism and confidentiality to the CLRO and CFO to create operational efficiencies.

**Activities**:

- Maintain work schedules and calendars with reasonable travel times, and necessary meeting preparation times while prioritizing inquiries and requests and troubleshooting scheduling conflicts
- Create calendar invites with all travel details, confirmations, agenda, and meeting information applicable to the meeting invitees
- Prepare travel schedules, book travel arrangements and make reservations upon request
- Coordinate and book meetings, seminars, workshops, and special events as required
- Maintain and create file management processes for both electronic and hard copy files
- Manage a diarized (BF) and archival system
- Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary
- Prepare draft letters, reports, forms, and templates, with background documentation and research, if applicable
- Prepare and distribute meeting packages and meeting minutes
- Review and evaluate priority or emergent correspondence for CLRO and CFO
- Complete expense reports
- Ensure boardroom is kept clean, tidy, and well-stocked with water and supplies needed for executive-level meetings
- Provide back-up support to the Chief of Staff and additional Executive Assistant
- Other duties as assigned from time to time

**Knowledge**
- Bachelor’s degree in business administration, or relevant discipline an asset
- 5 years’ experience in related field required
- Established knowledge of office procedures and practices
- Demonstrated knowledge of grammar, punctuation, structure, spelling, tone, proofreading, clarity, and organization
- High level of proficiency with Microsoft Office 365

**Skills and Abilities**
- Sound analytical thinking, planning, prioritization, and execution skills
- High level of integrity, confidentiality, and accountability
- High attention to detail and organizational skills
- Strong problem identification and resolution skills
- Creative and innovative thinker
- Communication skills - verbal and written
- Exemplary time management
- Ability to use tact and diplomacy when handling sensitive information
- Effective delivery of complex information in clear and concise manner

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