Personal Executive Assistant

**About Aspen Films**

Aspen Films is a full-service, national video production & photography company working with corporate, government, Indigenous, and nonprofit organizations across Canada. We specialize in thoughtful collaboration and smooth, professional project execution—from first conversation through final delivery. Our head office is in Warman, SK, which supports our team spread across the country.

**The Role**

This role of _Personal Executive Assistant_ supports Michael Ruten, Aspen’s Head of Sales, and company co-owner. The duties of the position are to support Michael with the many administrative and organizational needs required to keep momentum moving across all aspects of client communications, proposal sending, sales, data entry, along with internal communications and other administrative duties.

We’re looking for a **Personal Executive Assistant** who is detail-oriented, organized, proactive, familiar with computers, and comfortable working in a fast-moving environment.

You’ll act as a **trusted extension** of the executive—handling communications, preparing first draft proposals, maintaining workflows, and stepping in to keep things running when focus is needed elsewhere (RFP deadlines, travel, holidays, or other proactive sales/leadership work).

This role requires **good judgment** and attention to detail. While many processes are structured and templated, instinct and situational awareness matter, especially understanding the unique approach and style of the Executive. It is understood that this will be learned over time and practice.

**Key Responsibilities**

**Executive & Communication Support**
- Respond to basic inbound requests
- Support certain internal communications
- Maintain a professional, warm, and consistent voice in written communications

**Sales & Proposal Support**
- Prepare **V1 (first-draft) proposals** using existing templates
- Assist with **preliminary RFP reviews and responses**:

- Update and maintain **proposal templates**:

- Assist with follow-ups and lead management

**CRM & Systems**
- Complete templated CRM tasks and updates
- Maintain accuracy and consistency across records
- Understand that while workflows exist, discretion and adaptability are often required

**Coverage & Coordination**
- Provide coverage when the Account Manager or executive is:

- Accomplishing tasks that require uninterrupted focus
- Focused on proactive business development
- On holiday or unavailable
- Assist with light **producer-style coordination**, including:

- Scheduling
- Internal task tracking
- General operational support as needs arise

**General Support**
- Jump in on “whatever comes up” tasks that keep the business moving
- Assist with campaigns, internal organization, and process improvements
- Support in organization/day planning/prioritization of tasks
- Act as a calm, reliable presence in a dynamic environment

**Who You Are**

You’re likely a strong fit if you:

- Are **highly organized** and naturally proactive
- Have excellent written and verbal communication skills
- Are comfortable working independently and making judgment calls
- Can follow templates _without losing context or nuance_
- Enjoy supporting sales, proposals, and client-facing work
- Are discreet, trustworthy, and professional
- Thrive in a role where priorities shift and no two weeks look the same

**Experience & Skills (preferred)**
- Experience in an administrative role
- Strong attention to detail
- Confidence communicating on behalf of a senior professional
- Experience in a creative, agency, or professional services environment is an asset

**Work Structure & Compensation**
- Full-time, Monday-Friday business hours
- Office is located at 520 Central St #40, Warman, SK
- Starting $40,000 annual salary
- Some flexibility in working hours
- Health Benefits Plan after 3 months
- Company Matching RRSP plan after 1 year
- Some work-from-home flexibility will be considered once fully onboarded
- Supportive, collaborative team culture

Pay: From $40,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- On-site parking

Work Location: In person