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Executive Assistant

36 minutes ago

Calgary, Alberta, Canada Inspired HR Full time

Inspired HR is partnering with a client to support the recruitment of an Executive Assistant. The Executive Assistant provides high-level support to the President & CEO, Board of Directors, and Senior Management Team. Responsibilities include managing schedules, preparing materials and correspondence, coordinating Board and committee activities, maintaining records, and organizing meetings and events. The role also supports compliance requirements and handles sensitive information with discretion.

As a key liaison between leadership, staff, and external stakeholders, the Executive Assistant ensures priorities are met and operations run smoothly. This position requires strong organizational and communication skills, sound judgment, adaptability, and proficiency with Microsoft Office and AI productivity tools.

Key Accountabilities: 

Executive support to the President & CEO 

  • Provide executive administrative support to the President and Board of Directors 
  • Develop administrative procedures and processes to respond to the operating style of the President 
  • Create and maintain all Board and Committee records, minutes and documents 
  • Brief the executive before appointments or meetings, with appropriate background information 
  • Ongoing maintenance and updating of the CEO's contact database
  • Coordinate meetings and appearances on behalf of the CEO and attending committee and special project meetings, as it relates to the Executive Team and Board 
  • Identify potential problems and shifting priorities, in order to adjust the CEO's schedule to meet strategic goals, by providing recommendations/solutions 
  • Plan, organize and follow-up on details relative to internal and external meetings, including Annual General Meeting, and annual Founders meeting 
  • Prepare expense reports for the CEO and ensuring that they are kept in good order, as well as developing, organizing and maintaining business contact files and project files 
  • Compose letters, memoranda, minutes and reports on behalf of the CEO 
  • Identify required information, researching and gathering all necessary background information from appropriate sources (frequently of a confidential, strategic and/or specialized nature) 
  • Maintain strong working relationships with all agency departments, community partners, funders and stakeholders  
  • File federal lobbyist and AB lobbyist returns, assisting with accuracy on AB annual return 
  • Provide administrative assistance and support to the Senior Management Team, Board of Directors and Board Committees, as required, including travel bookings  
  • Administer the participation in, and production of the annual Total Compensation Survey 
  • Contribute to the ongoing improvement, updating, completeness, utilization and design of member and employee databases 
  • Project management, as needed 
  • Day to day CEO support and preparedness 

Board of Directors 

  • Serve as the point of contact for the Board of Directors  
  • Manage communications to the Board on behalf of the organization and the CEO 
  • Schedule Board, Committee and Annual General Meetings and make all logistical arrangements  
  • Assist with agenda development and compiling and distributing packages for Board meeting 
  • Record and distribute the minutes of Board meetings  
  • Maintain and update Board lists and circulating, as appropriate  
  • Prepare and update Board manuals and materials  
  • Support Board committees as required, and attending Committee meetings and recording and distributing meeting minutes 
  • First point of contact for insurance company to ensure company insurance documents are up to date. 
Requirements

Education and Skillset:  

  • 5 to 10 years of experience in a Senior Administrative or Executive Assistant position 
  • Bachelors degree or equivalent experience in business, administration or related field. 
  • Exceptional competency in Microsoft applications including Word, Excel, Outlook and PowerPoint  
  • Strong organizational, verbal, and written communication skills  
  • Proficient in leveraging AI tools and platforms (e.g., ChatGPT, Microsoft Copilot, Notion AI) to enhance productivity, streamline workflows, and support decision-making in day-to-day administrative and executive support tasks
  • Experience providing quality of service within a fast-paced and high volume environment  
  • Proven ability to think critically, problem-solve, and have a strong customer service orientation  
  • Demonstrates excellent interpersonal and communication skills  
  • Strong computer skills, with data entry and keyboarding accuracy  
  • Ability to work independently and collaboratively, as a member of a team 
  • Strong technical knowledge of office procedures and practices 
  • Exemplary interpersonal skills 

Key Competencies and Attributes:  

  • Upholds a strict level of confidentiality  
  • Proven outstanding organizational skills 
  • A consummate professional with all staff and clientele  
  • Flexibility in the face of change  
  • Able to manage multiple competing priorities, within tight deadlines and to develop administrative procedures and processes to respond to the operating style of the President 
  • Able to multi-task and process detailed information accurately  
  • Provides exceptional membership and partnership service  
  • Able to quickly adapt to new technology and acquire new technical skills  
  • Demonstrates the ability to foresee problems and take appropriate action  
  • Demonstrates effective problem-solving skills  
  • Strong listening, oral, and written skills  
  • Works as a key resource for the team, willingly providing back-up support, when appropriate and actively supporting and contributing towards the successful attainment of deliverables  
  • Sound and mature judgement and the ability to make reasoned decisions in the absence of direction, while knowing when to refer problems/issues to the appropriate person(s) when necessary  
  • Self-motivated, efficient, and thorough, resourceful and flexible