Executive Assistant

3 weeks ago

Edmonton, Canada Durabuilt Windows & Doors Full time

Our values are at the core of everything we do

  • INNOVATIVE. Think ahead to stay ahead.
  • DRIVER. Stay hungry and act with urgency.
  • OWNERSHIP. No excuses. 100% accountability.
  • CARING. For employees, partners and community.
  • INDIVIDUAL. We work with great people and expect a lot from them


We are one of Western Canada’s largest window and door manufacturers servicing consumers, contractors and retailers. Established in 1988 and headquartered in Edmonton, Alberta, its not just Durabuilt’s innovative manufacturing and design that places us on the list of Canada’s Best Managed Companies - it’s also our people.


Role Summary

This is a unique role and an opportunity to work with exceptional leadership as the business as it grows and evolves. With a wide range of responsibilities and competing priorities, you demonstrate excellence and a get it done attitude with the ability to prioritize and meet deadlines. You are proactive, anticipate needs, demonstrate sound judgement, and a high degree of flexibility. You provide hands-on administrative support for the Chief Operating Officer in conducting research, preparing documents, handling requests, establishing work priorities and day to day administrative functions.


Accountabilities:

Executive Administration & Support

· Complete a variety of administrative tasks – manage an active calendar, expense reports, compose and prepare correspondence; arrange travel plans, itineraries, agendas.

· Plan, coordinate and ensure the schedule is followed and respected. Provide "gatekeeper" and "gateway" role, creating win-win situations for direct access for time and office.

· Build collaborative relationships to develop and strengthen internal and external partnerships that can help and support.

· Conduct research, compile data and prepare documents and reports for the COO as required.

· Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks.

· Any additional tasks that may be requested by management from time to time


Events, Meetings and Special Projects

· Work closely with the COO to keep him well informed of upcoming commitments and responsibilities and follow up. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive updated.

· Prepare agendas and make arrangements for meetings.

· Attend meetings and record minutes. Compile, transcribe and distribute meeting minutes.

· Coordinate a variety of diverse and special projects for the Executive.

· Organize and maintain office files and records. Perform general office duties – ordering supplies, maintaining records management systems, and performing basic bookkeeping work.

· Actively plan and participate in all company functions and events.


Leadership

· Provide a bridge for smooth communication between the Executive and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.

· Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.

· Lead and foster a health and safety culture in all activities and mentor staff on these areas.


Education


Certificate in Business Administration or Office Administration or Marketing.


Experience / Capabilities

  • 7+ years’ experience in a senior clerical or Executive assistant position.
  • Exceptional relationship building and interpersonal skills enabling interaction at all levels.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Very high integrity, ethical and trustworthy.
  • Knowledge of administrative procedures and systems such as word processing, managing files and records, transcription, designing forms and other office procedures.
  • Solution focused and comfortable working in an environment which requires a high degree of attention to detail and robust deliverables.
  • Comfortable with a high-volume workload, ability to multitask, organize your time and meet multiple deadlines.
  • Strong work ethic, action oriented and desire to achieve excellence.
  • Proactive and able to assimilate new information quickly.
  • Intermediate to advanced proficiency in computer skills in Outlook, Word, Excel, PowerPoint.


Working Conditions:

· Lifting and/or carrying anywhere from 0llbs to 30llbs.

· Operate primarily in an office environment.

· Routinely uses standard office equipment such as laptop computers and smartphones.

· Flexible schedule, occasional weekend work based on operational demands.

· Frequent travel locally is required for Errand, pickups etc., to support the Executive.

· Pressure to produce tangible results and complete projects within tight timelines.


Send Us Your Resume

We embrace diversity and offer equal opportunities to all qualified applicants regardless of origin, culture, ethnicity, age, ability, gender identity, sexual orientation or faith. Thank you to all those apply and those who are short-listed will be contacted.


Job Type: Full-time, Permanent


Benefits:

  • Casual dress
  • Dental care
  • Employee assistance program
  • Extended health care
  • On-site gym
  • On-site parking
  • Paid time off
  • Vision care


Schedule:

  • 8 hour shift


Work Location: In person

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