Chief of Staff/Executive Advisor

2 weeks ago

Lethbridge AB TJ L, Canada Westwinds Management Solutions Ltd Full time

Job Overview

We are seeking a highly organized and proactive Chief of Staff to support executive leadership in managing daily operations, strategic initiatives, and organizational efficiency. The ideal candidate will serve as a key liaison across departments, coordinate complex schedules, and facilitate communication to ensure smooth business functions. This role requires exceptional administrative skills, attention to detail, and the ability to handle multiple priorities with professionalism and discretion.

Responsibilities

  • Manage and maintain executive calendars using Microsoft Outlook Calendar and Google Workspace, coordinating meetings, appointments, and deadlines.
  • Handle correspondence via multi-line phone systems, email, and other communication channels with professionalism and excellent phone etiquette.
  • Prepare, proofread, and edit documents, reports, presentations, and communications ensuring accuracy and clarity.
  • Perform data entry, filing, and bookkeeping tasks utilizing QuickBooks and Office applications to support financial record-keeping.
  • Assist with front desk duties including greeting visitors, managing phone calls, and directing inquiries efficiently.
  • Organize meetings by preparing agendas, taking minutes, and following up on action items.
  • Support project management efforts by tracking deadlines, coordinating tasks across teams, and ensuring timely completion of initiatives.
  • Facilitate office operations by managing supplies inventory, coordinating with vendors via DocuSign for contracts or approvals, and maintaining organized filing systems.
  • Provide exceptional customer service internally and externally to foster positive relationships across the organization.

Experience

  • Proven experience in office administration or executive support roles with a focus on clerical or administrative functions.
  • Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace tools (Docs, Sheets), and multi-line phone systems.
  • Experience with bookkeeping software such as QuickBooks is preferred.
  • Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
  • Excellent proofreading skills with attention to detail in document preparation.
  • Demonstrated ability to handle confidential information discreetly.
  • Prior experience in customer service or front desk operations is advantageous.
  • Proficiency in data entry and filing systems to maintain accurate records efficiently. This position offers an opportunity to work closely with senior leadership in a dynamic environment that values professionalism, initiative, and organizational excellence.

Job Type: Full-time

Pay: $89,914.29-$93,872.78 per year

Benefits:

  • Extended health care

Work Location: In person

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