Executive Assistant
- Calgary, AB, Canada
Full-time
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Job details
- Job type
- Full-time
- Apply by
- Posting language
- English
- Posted
Original job description
Position Overview
Seeking a highly organized and proactive executive assistant to provide administrative support to one to three executives helping streamline operations and improve overall efficiency. Key responsibilities include:
- Calendar & Communication Management: Manage the executive's schedule, ensuring efficient time management and prioritization of meetings. Serve as the primary point of contact for internal and external communications.
- Expense Reporting: Preparing expense reports and ensure accuracy of client-related expenses.
- Document Preparation & Review: Create client presentations and proposals. Prepare all production work associated with executing assignments from start to finish.
- Meeting Coordination: Arrange and coordinate virtual meetings, global calls, and travel arrangements. Prepare agendas, take minutes, and follow up on action items.
- Travel Arrangements: Plan and coordinate all travel arrangements, including booking flights, accommodations, and ground transportation. Prepare detailed itineraries.
- Project Management: Oversee and manage special projects and initiatives. Track progress, prepare status reports, and ensure timely completion of tasks.
- Stakeholder Relationship Management: Build and maintain relationships with key stakeholders, including senior executives, board members, and external partners.
- Operational Efficiency: Identify opportunities to improve operational processes and procedures. Assist in the management of day-to-day operations to enhance overall efficiency.
- Confidential Handling: Manage sensitive and confidential information with discretion and professionalism.
- Reception Management: Provide front desk reception coverage one day per week.
Desired Qualifications
- Two or more years of executive administrative assistant experience in a professional services environment, preferably supporting senior executives.
- Ability to work in the office regularly, typically Tuesday–Thursday.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft applications (Word, Outlook, PowerPoint, Excel).
- Bachelors degree preferred but required.
More about this job
Responsibilities
Provide administrative support to one to three executives by managing calendars, communications, expenses, documents, meetings, and travel. Coordinate projects and stakeholder relationships, improve operational processes, handle confidential information, and provide front desk coverage one day per week.
Requirements
Requires two or more years of executive administrative assistant experience in a professional services environment, preferably supporting senior executives, along with strong written and verbal communication skills and proficiency in Microsoft applications. A bachelor's degree is preferred but also described as required in the posting; regular office attendance, typically Tuesday through Thursday, is expected.
Skills
- Calendar Management
- Communication Management
- Expense Reporting
- Document Preparation
- Presentation Development
- Meeting Coordination
- Travel Planning
- Project Management
- Process Improvement
- Confidential Information Handling
- Microsoft Word
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft Excel
- Written and Verbal Communication
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Management & Leadership
- Consulting
Keywords
- Executive Administrative Support
- Calendar Management
- Meeting Prioritization
- Internal Communications
- External Communications
- Expense Reports
- Client Expenses
- Client Presentations
- Proposals
- Production Work
- Virtual Meetings
- Global Calls
- Meeting Agendas
- Meeting Minutes
- Action Items
- Travel Arrangements
- Itineraries
- Special Projects
- Status Reports
- Stakeholder Relationships
- Senior Executives
- Board Members
- Operational Processes
- Confidential Information
- Front Desk Reception
- Professional Services
- Microsoft Word
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft Excel