Executive Assistant

2 weeks ago

Calgary, Canada De Havilland Aircraft of Canada Limited Full time

Executive Assistant

Calgary, AB, Canada Req #762 Friday, May 17, 2024 De Havilland Aircraft of Canada Ltd. (‘DHC’) is a proudly Canadian aerospace company currently transitioning its corporate headquarters to Calgary, AB. DHC is undertaking a consolidation of its underlying subsidiary companies under a single brand currently offering engineering, aftermarket, new aircraft manufacturing, modifications, parts manufacturing, and flight training. DHC currently has approximately 1,200 employees based in BC, AB and ON as well as in markets and distribution hubs world-wide. Our strong entrepreneurial spirit, together with a culture of empowerment, quality and innovation create opportunities to grow and succeed in an organization with a proud heritage and bright future.

Position Summary

The Executive Assistant is responsible for providing comprehensive administrative and operational support to the senior executive group of DHC. This position requires the ability to anticipate executive level needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

The ideal candidate must thrive in fast-paced environments, be able to manage through ambiguity and complexity, create and simplify processes, and simultaneously support and prioritize varying requirements/tasks impacting a growing organization. This role requires excellent communication and organizational skills and the ability to identify and eliminate bottlenecks, provide escalation management, anticipate, and make trade-offs and balance administrative and business needs versus operational constraints in alignment with the executive's preferences. Maturity, curiosity, creative problem solving, and the ability to work as part of a team are all essential for success in this role.

Key Responsibilities

Provide sophisticated calendar management for the DHC executive; prioritizing inquiries and requests while troubleshooting conflicts and making schedule recommendations to ensure smooth day-to-day engagements. Act as a liaison and provide support to the senior executive, arranging and handling logistics for executive and senior level meetings and events, including scheduling meetings; arranging catering; drafting agendas; developing, compiling, and distributing presentation materials; and recording meeting minutes. Complete a broad variety of administrative tasks that facilitate the executive team’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with employees and 3rd parties; composing and preparing correspondence; maintaining contact lists; and coordinating travel arrangements. Serve as point of contact for internal and external stakeholders on all matters pertaining to the senior executive, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response on various matters, exercising appropriate judgement. Work closely with the executive to keep them informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place among varying stakeholders and keeping the executive updated. Maintain open communications with the DHC executive team, including meeting regularly with their operations and technology leads; providing information and documents as needed. Coordinate executive level meetings and retreats and assist with staff meetings and events as needed. Provide a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the executives and employees, demonstrating the ability for leadership to maintain credibility, trust, and support. Complete projects by assigning work to appropriate staff, including the senior management, on behalf of the executive. Work with the senior executive to coordinate outreach activities; follow up on contacts made by the executive to cultivate ongoing relationships. In coordination with human resources, evaluate and assist in developing office policies and procedures for improved workflow and anticipation of future growth. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for efficient and effective operation of the organization. Work with the IT department to manage information systems operations including hardware, software, desktop support, internal communications, and strategic systems development and planning for the executive. Support any/all other projects/duties as assigned for the overall benefit of the organization.

Qualifications

Education & Experience

Bachelor's degree or Diploma in Business Administration or the equivalent coursework and experience in a related specialized field is required.

Skills & Experience

10+ years as an executive assistant or related combination of experience and education. Manufacturing, transportation, logistics or related industry experience coupled with solid business/operations acumen is a significant asset. Ability to assess the importance of tasks and decisions and set priorities, focusing time/energy on the most important issues/opportunities. Highly competent in software applications, specifically Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. Strong ability to troubleshoot technical issues with computer, audio/visual equipment. Knowledge of video conferencing tools (including Zoom, MS Teams). Ability to build effective relationships with stakeholders.

Attributes

Self-starter with a bias towards action and a proven track record of successful execution. Strong interpersonal, written, and verbal communications skills required with demonstrated ability to communicate and present at an executive level. Solution oriented, customer service focus, and positive “can do” team attitude. High resiliency, able to deal with significant level of change and ambiguity. Good sense of humor with a desire to have fun at work

At De Havilland Aircraft of Canada (DHC), we are committed to protecting our people, customers, shareholders and the public through Health & Safety Excellence.

As such, it is an expectation that all employees maintain strict adherence to Health & Safety Policies and to perform key physical tasks of the position described in the job description and interview process. This may include but is not limited to the ability to work in a variety of environmental conditions including temperature extremes, confined spaces, working at heights and with or around chemicals.

Employees are expected to adhere to the use of personal protective equipment (PPE) when at work which must include but is not limited to the ability to maintain a positive fit test when mask use is required.

At De Havilland Canada, we aim to be inclusive and diverse and provide equal opportunity for employment. All qualified applicants, regardless of gender, age, race, religion, sexual orientation, and disability, are encouraged to apply. De Havilland will accommodate the needs of applicants with disabilities throughout all stages of the selection process. If you need accommodation during the recruitment process, please advise your Talent Acquisition representative. Information relating to the need for accommodation and accommodation measures will be addressed confidentially.

Any offer of employment is conditional on the completion of positive and satisfactory background checks, which may include, proof that you are legally entitled to work in Canada, professional references, verification of employment history, verification of educational background and criminal background checks.

Other details

Pay Type Salary Calgary, AB, Canada Share this job:

  • Executive Assistant

    1 month ago

    Calgary, Canada ROSC Solutions Group Full time

    **Executive Assistant** Bowline Health We are a fast-growing startup in the behavioural health industry, dedicated to providing innovative and accessible mental health solutions. Our mission is to improve the well-being of individuals by leveraging cutting-edge technology and evidence-based practices. We are seeking a dynamic and proactive Executive...

  • Executive Assistant

    1 month ago

    Calgary, Canada De Havilland Aircraft of Canada Limited Full time

    The Organization De Havilland Aircraft of Canada Ltd. (‘DHC’) is a proudly Canadian aerospace company currently transitioning its corporate headquarters to Calgary, AB. DHC is undertaking a consolidation of its underlying subsidiary companies under a single brand currently offering engineering, aftermarket, new aircraft manufacturing, modifications,...

  • Executive Assistant

    2 weeks ago

    Calgary, Canada De Havilland Full time

    De Havilland Aircraft of Canada Ltd. (‘DHC’) is a proudly Canadian aerospace company currently transitioning its corporate headquarters to Calgary, AB. DHC is undertaking a consolidation of its underlying subsidiary companies under a single brand currently offering engineering, aftermarket, new aircraft manufacturing, modifications, parts manufacturing,...

  • Executive Assistant

    1 month ago

    Calgary, Canada BURNCO ROCK PRODUCTS Ltd Full time

    **Rock it with BURNCO!!!** BURNCO is a growing, rock-solid business supplying construction materials in Canada and the US. As a fourth-generation family business with 111 years of history, we need you to help make the next hundred years even better. **Safety. Teamwork. Clarity** **BURNCO **has an exciting opportunity for an experienced **Executive...

  • Executive Assistant

    1 month ago

    Calgary, Canada Children's Dental Health Centre SOUTH LOCATION Full time

    **About us** Overview: We are seeking a highly organized and detail-oriented Executive Assistant to join our team. As an Executive Assistant, you will provide administrative support to our director and contribute to the smooth operation of our organization. This is a full-time position with competitive pay and benefits. **Duties**: - Manage executive...

  • Executive Assistant

    1 month ago

    Calgary, Canada Maskan Family Association Full time

    **Job Title: Executive Assistant with Marketing and Project Management Experience** Are you an organized and efficient individual with a passion for making a difference in the social services sector? Do you excel in both administrative tasks and marketing strategies? If so, we have an exciting opportunity for you! **Position**: Executive...

  • Executive Assistant

    1 month ago

    Calgary, Canada Trico Homes Full time

    **Position Summary** The Executive Assistant is responsible for a wide variety of administrative duties and management of day-to-day business activities in support of the Executives of the Trico Group of Companies, including the Founder, President & CEO of Trico Residential, and President of Trico Communities. Duties include but are not limited to,...

  • Executive Assistant

    5 days ago

    Calgary, Alberta, Canada Poad Financial Services Inc. Full time

    Poad Financial Services Inc. provides comprehensive accounting services for both businesses and individuals. If you're looking for professional financial advice to manage your business needs, personal financial planning, retirement savings and more, then you've come to the right place. Our experienced financial advisory team has the strategic insights...

  • Executive Assistant

    2 weeks ago

    Calgary, Alberta, Canada EightSix Network Inc Full time

    Executive Assistant to the President, Chairman & CEO Part Time / Full Time Executive Assistant to the President, Chairman & CEO Executive Assistant to the President, Chairman & CEO Confidential Company (name will be disclosed to selected candidates) Downtown Calgary Reporting to the General Manager, CEO Office, this strategic and senior-level Executive...

  • Executive Assistant

    2 weeks ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs) H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives! Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our...

  • Executive Assistant

    2 weeks ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs)H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives!Currently, we are in search of an experiencedExecutive Assistantto provide outstanding support to our President, our...

  • Executive Assistant

    2 weeks ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs) H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives! Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our...

  • Executive Assistant

    1 week ago

    Calgary, Canada H&R Block Canada Full time

    Executive AssistantCalgary, AB (Hybrid in-office, Tues, Wed, Thurs)H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives!Currently, we are in search of an experiencedExecutive Assistantto provide outstanding support to our President, our...

  • Executive Assistant

    2 weeks ago

    Calgary, Canada H&R Block Full time

    Position: Executive Assistant Location: Calgary, AB (hybrid work schedule – 3 days in the Calgary office – (Tuesday-Thursday). H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives! Currently, we are in search of an...

  • Executive Assistant

    2 weeks ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs)H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives!Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our President,...

  • Executive Assistant

    2 weeks ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs)H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives!Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our President,...

  • Executive Assistant

    2 weeks ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs) H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives! Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our...

  • Executive Assistant

    4 days ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs)H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives!Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our President,...

  • Executive Assistant

    2 weeks ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs)H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives!Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our President,...

  • Executive Assistant

    5 days ago

    Calgary, Canada Caldwell Full time

    THE COMPANY WE BELIEVE TALENT TRANSFORMS As a leading provider of executive talent, Caldwell Partners is an international boutique executive search firm ranked as one of the 15 fastest-growing executive search firms globally. With offices across North America, Europe and Asia Pacific, we offer our clients the substantial resources, vertical market...