Executive Assistant

Lotus Group is proud to partner with a professional services firm providing finance, accounting, and advisory solutions to midmarket organizations across Western Canada to find an experienced
Executive Assistant
based in-office in
Okotoks, AB.

The EA will provide high-level support to two of the partners and general administrative support to the office, while managing key business operations with discretion and professionalism. This is a dynamic role requiring exceptional organizational skills, the ability to anticipate needs, and the maturity to act as a trusted confidant. The ideal candidate is polished, professional, and excels at managing shifting priorities with grace, discretion, and proactivity.

Role Responsibilities

• Serve as the primary gatekeeper for partners emails, including inbox organization and triage, elevating urgent matters, and addressing non-priority items.
• Coordinate schedules and calendars, ensuring effective time allocation and preparation of all materials in advance.
• Prepare meeting agendas and follow-ups, sitting in to take meeting minutes when requested.
• Handle confidential and sensitive matters, including financials and confidential client data.
• Support with accounting administrative tasks, including invoicing, billing, expenses, A/R reminders and payment coordination, tracking software subscriptions and renewals, communications for personal tax season, and others as requested.
• Draft, edit, and proofread correspondence, presentations, reports, and business documents with precision and professionalism.
• Track priorities, deadlines, and follow-ups, ensuring no detail is overlooked.
• Support the planning and organization of company events.
• Serve as a liaison between executives and internal teams and external clients.
• Maintain secure and well-organized records and files related to company operations.
• Travel coordination and booking to conferences and meetings as needed.
• Support interdepartmental collaboration to ensure smooth and efficient daily workflows.
• Aid with various company projects and processes as needed.

Role Requirements

• Ability to work full-time in the Okotoks office
• 3+ years of experience as an Executive Assistant supporting multiple managers preferred
• Degree, diploma, or certification in accounting, administration or relevant fields is an asset
• Background providing administrative support in public practice or exposure to accounting strongly preferred
• Driver's license and reliable vehicle required
• Advanced knowledge in Microsoft Office Suite, with a demonstrated ability to quickly adapt to and utilize company-specific systems and software
• Willingness and flexibility to work beyond standard business hours, recognizing that workload may vary with business demands and seasonal fluctuation

To be successful in this role, the candidate should embody the following qualities:

• Consistently produces accurate, detailed, and high-quality work.
• Balances multiple competing priorities while meeting deadlines with precision.
• Communicates with clarity and professionalism, both verbally and in writing.
• Works effectively with partners and colleagues as a collaborative and trusted resource.
• Self-driven and results-focused, with a keen sense of accountability.
• Anticipates needs and identifies efficiencies, taking a proactive, solutions-oriented approach.
• Demonstrates strong judgment, problem-solving, and decision-making skills.
• Always maintains the highest standards of confidentiality and discretion.
• Brings emotional intelligence, composure, and professionalism.

Compensation
will be determined based on the experience and qualifications of the successful candidate. Competitive benefits include a health spending account, summer hours, health benefits, and RRSP matching.

We thank all interested applicants. Please note that only those applicants who meet the qualifications and requirements will be contacted.

Lotus Group provides Elevated Search, Recruitment and Human Resource services across Canada. With established client and talent networks spanning coast to coast, we know that employees are the power that fuel excellent organizations. Lotus Group is dedicated to being Canada's most trusted provider of Elevated People Solutions.

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