Executive Assistant

Xponential Management Group; Edmonton; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company in management is seeking an Executive Assistant to support their executive team. The role involves organizing tasks, managing communications, and ensuring efficient operations across various departments. Ideal candidates will possess strong organizational skills and experience in similar roles, with proficiency in MS Office and excellent communication abilities.

Qualifications

• Work experience as an Executive Assistant, Personal Assistant, or similar role.
• Proficiency in MS Office is essential.
• Excellent verbal and written communication skills required.

Responsibilities

• Manage information for approximately 26 corporate entities.
• Draft, format, and distribute internal and external communications.
• Schedule meetings and coordinate between executives and senior management.

Skills

Communication

Organization

Problem-solving

Time Management

Discretion

Education

Experience as Executive Assistant or similar

Tools

MS Office

Med-Access EMR

Ceridian Dayforce

Slack

Dropbox

Job description

Responsibilities and Duties (Other responsibilities may be assigned or deleted, as deemed necessary by the Managing Directors)

1. Contribute to creating efficiencies within the organization by providing input and ideas.
2. Assist the Executives in organizing backlogged work, tasks, and projects, and maintain information moving forward.
3. Manage information for approximately 26 different corporate entities by reviewing and responding to emails from various accounts.
4. Organize computer/server/cloud file folders, including file types, naming conventions, and storage.
5. Draft, format, and distribute internal and external communications, such as legal documents, operational manuals, memos, letters, faxes, forms, emails, presentations, and reports.
6. Create and maintain the work calendar for the executive team and assist in driving projects forward.
7. Schedule meetings and coordinate between executives and senior management.
8. Attend meetings, take minutes, identify actionable items, and communicate follow-up tasks to the team.
9. Ensure timely and accurate flow of information.
10. Make travel and accommodation arrangements as needed.
11. Screen and direct phone calls and handle correspondence.
12. Act as a key point of contact among executives, employees, clients, and external partners.
13. Maintain information such as password vaults, employee setup/termination documents, and contracts.
14. Learn and use various organizational systems (e.g., Med-Access EMR, RIS EMR, JaneApp, Ceridian Dayforce, Slack, Dropbox, Servers).
15. Assist in managing information as required by the executive team and senior management.
16. Liaise with other team members to ensure timely completion of projects.
17. Support efforts to improve efficiency, accountability, and structure across departments, including:

Marketing – Attend marketing meetings, take minutes, initiate tasks, submit print orders, and coordinate with marketing leads and designers.

Management – Attend management meetings, act as a liaison, and assist in restructuring processes and procedures. Support vendor relations, plan events, manage budgets, and review contracts.

Legal – Assist in reviewing contracts and legal documents, organizing legal files, and ensuring accuracy of legal information.

Finance – Attend finance meetings, liaise with finance teams, follow up on tasks, prepare information for land and condo closings, and assist with corporate structuring and registration.

IT/Ops – Coordinate tasks between management, IT, and operations teams, and support project progress.

HR – Assist in document management and employee communications as directed.

General Requirements:

• Work experience as an Executive Assistant, Personal Assistant, or similar role.
• Proficiency in MS Office.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills.
• Problem-solving and critical thinking abilities.
• Familiarity with office gadgets and applications.
• Discretion and confidentiality.

Education and Certification Requirements:

• Work experience is considered an asset.

Employees must provide proof of current and valid certifications before their start date and are responsible for ongoing renewals.