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Executive Assistant

2 months ago

Edmonton, Canada Executrade Consultants Ltd. Full time

We are thrilled to partner with our client, a dynamic leader in the oil & gas industry, in their search for an experienced Executive Assistant to join their team. They are seeking a highly organized, flexible and proactive administrator to support both the President & Divisional Directors within a fast-paced environment.


The Opportunity

As the Executive Assistant, you will be an integral part of the executive team, providing high-level administrative support. You will handle a wide range of responsibilities, from managing the President's schedule to coordinating travel arrangements, and assisting with personal tasks. The ideal candidate is a confident and discreet professional with exceptional organizational skills and the ability to anticipate the needs of the President.


Key Account Responsibilities and Functions

  • Manage and prepare the Presidents daily business and personal schedules, appointments, and meetings (evening and weekend functions included).Ensure all relevant files/documents are provided beforehand for review and approval.
  • Organize meetings, prepare agenda’s and other relevant documents, take meeting minutes and ensure follow-up is carried out on action items.
  • Initiate contact with existing clients/suppliers/consultants and coordinate lunch/breakfast/dinner meetings on behalf of the President.
  • Screen all incoming calls to the president; schedule call backs if the President is not available.
  • Act as the liaison between President and office staff.
  • Assist in preparation of project proposals.
  • Research RFP opportunities as requested.
  • Ensure all project and RFP submission due dates in in Presidents calendar; maintain a follow-up/pending system on all activities, initiatives and job responsibilities.
  • Maintain copies of all correspondence from the Presidents office and ensure ease of accessibility for Presidents review.
  • Proactively make decisions on both the President’s and CEO’s behalf regarding scheduling, travel needs, etc. Ensure things are being before being asked (example: booking follow up dental appointments, car maintenance appointments, etc.).
  • Review all cheques and expense claims that require President’s signature; ensure all necessary back up documents (receipts, etc.) are attached.
  • Assist in planning company and client events.
  • Arrange all business and personal travel for both the President as well as business travel for Divisional Directors as required.
  • Additional Executive Assistant tasks to support the President and Divisional Directors as required.


Required Skills and Qualifications

  • 1-5 years of experience as an Executive Assistant, within the oil & gas or construction industry.
  • Calendar management, meeting preparation and minute taking skills.
  • Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
  • Excellent written and verbal communication skills.
  • Advanced in MS Office Suite (MS Teams, Word, Excel, PowerPoint, Outlook).
  • Tech savvy, ability to learn new programs quickly.
  • Must be open to taking on personal tasks on behalf of the President to ensure a seamless flow to his day.
  • Ability to work independently with minimal supervision.
  • Discretion and confidentiality are paramount.
  • Flexibility to work extended hours, including occasional evenings and weekends, as needed.


Compensation and Benefits

Annual salary will be commensurate with experience. Generous employer paid medical/dental plan is provided Free parking available


Executrade is one of the largest and most comprehensive full-service recruitment firms in Western Canada, with 5 divisions and locations in Edmonton and Calgary. We have over 50 years of experience helping client companies and candidates achieve their business goals and vision. Our success is due to our people, the strong relationships we build, and the continuous and robust evaluation and refining of our recruitment and staffing processes.


Individuals interested in this employment opportunity must obtain the necessary approvals from the Government of Canada - Citizenship and Immigration department, prior to applying for this position. In accordance with the Canadian Immigration laws, priority will be given to Canadian citizens and permanent residents of Canada for employment opportunities. Detailed information can be obtained from