Executive Assistant

**Job Title**: Executive Manager's Personal Assistant

**Job Overview**:
The Executive Manager's Personal Assistant (PA) provides high-level administrative support to the executive, ensuring seamless daily operations. This role involves managing complex calendars, coordinating meetings and travel, handling communications, and supporting project management. The PA serves as a key liaison between the executive and internal/external stakeholders, maintaining a high standard of confidentiality, professionalism, and efficiency at all times.

**Key Responsibilities**:

- **Calendar & Schedule Management**: Organize and maintain the executive’s calendar, schedule meetings, appointments, and prioritize tasks to maximize time management.
- **Travel Coordination**: Arrange travel logistics, including flights, accommodations, ground transportation, and itineraries, ensuring all arrangements are timely and cost-effective.
- **Document Preparation**: Draft, review, and prepare reports, presentations, and correspondence with accuracy and professionalism.
- **Event & Meeting Coordination**: Organize internal and external meetings, conferences, and events, handling all logistics, preparing agendas, and taking meeting minutes.
- **Expense Management**: Track, process, and manage the executive’s expenses, ensuring invoices, receipts, and reimbursements are handled promptly and accurately.
- **Project Support**: Assist with project management, ensuring deadlines are met and deliverables are completed on time.
- **Administrative Support**: Maintain organized filing systems, handle data entry, and ensure efficient office operations to support the executive.

**Additional Duties**:

- **Document Management**: Use Google Suite for document creation, editing, collaboration, and communication. Manage electronic signatures via DocuSign for contracts and agreements.
- **Office Coordination**: Maintain inventory of office supplies, and support with basic bookkeeping tasks using QuickBooks as needed.
- **Proofreading & Quality Control**: Review documents for accuracy, clarity, and consistency before distribution.

**Skills and Qualifications**:

- Proven experience as an Executive Assistant or Personal Assistant, preferably in a fast-paced environment.
- **Exceptional Organizational Skills**: Ability to manage multiple priorities, meet deadlines, and work efficiently under pressure.
- **Communication Proficiency**: Strong written and verbal communication skills with a high level of professionalism.
- **Tech-Savvy**: Proficiency in Google Suite (Docs, Sheets, Slides), DocuSign, and Microsoft Office. Familiarity with QuickBooks is a plus.
- **Attention to Detail**: Exceptional proofreading skills with a keen eye for accuracy.
- **Discretion & Confidentiality**: Demonstrated ability to handle sensitive and confidential information with the utmost integrity.
- **Interpersonal Skills**: Strong phone etiquette and the ability to communicate effectively across all levels of the organization.

**Requirements**:

- **Experience**: Minimum of 3 years in an executive support role or similar administrative position.
- **Technical Proficiency**: Comfort with cloud-based tools such as Google Suite, DocuSign, and QuickBooks.
- **Adaptability**: Ability to work independently, prioritize tasks, and take initiative in a dynamic environment.

**Why Join Us?**

**Job Types**: Full-time, Permanent

Additional pay:

- Bonus pay
- Overtime pay

**Benefits**:

- Automobile allowance
- Casual dress
- Dental care
- Extended health care
- Housing allowance
- On-site parking
- Paid time off
- Relocation assistance
- Work from home

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday
- On call
- Overtime
- Weekends as needed

Ability to commute/relocate:

- Edmonton, AB T6E 1H6: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

- Are you able to jump between tasks and solve problems on an ongoing basis?
- Do you procrastinate or are you on the issue right away?

**Education**:

- Bachelor's Degree (required)

**Experience**:

- Administrative: 2 years (preferred)
- Management: 1 year (preferred)

**Location**:

- Edmonton, AB T6E 1H6 (preferred)

Work Location: In person

Application deadline: 2024-11-25
Expected start date: 2024-12-01