Executive Assistant

Jobtailor; Calgary; On-site; CAD 65,000 - 90,000; Full time

Job summary

Jobtailor in Calgary, Alberta is seeking an Executive Assistant to support a portfolio of Partners within the Executive Assistant Group. You will manage client engagement processes, track time and expenses, and prepare letters, proposals, and presentations using Microsoft Office while upholding firm branding.

The role includes calendar management, travel arrangements, meeting and event coordination, and billing support.

Qualifications

• Post-secondary education and/or relevant experience
• Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint)
• Proven ability to learn customized software/tools
• Excellent customer service skills
• Proven team player
• Strong written and oral communication skills
• Curiosity and openness to AI and emerging technologies
• Outstanding time management and organizational skills
• Strategic thinking and ability to anticipate needs, solve problems and identify practical solutions
• Agility and flexibility in response to changing priorities and business needs
• Ability to exercise sound judgement regarding confidential and sensitive matters

Responsibilities

• Support a portfolio of Partners as part of the Executive Assistant Group
• Support the client engagement management process, including tracking and reporting time and expenses
• Run reports and maintain accurate client and contact data
• Play a key role in the billing process
• Create and format letters, proposals, presentations and reports using Microsoft tools and firm brand standards
• Coordinate virtual and in-person meetings and small internal and external events
• Liaise with designated teams for larger events
• Manage travel using the firm's dedicated agents and travel tool
• Independently manage multiple calendars
• Participate in meetings and learning events
• Engage in team initiatives and projects
• Provide short-term backup support for colleagues

Skills

Microsoft Office Proficiency

Client Engagement Management

Time Management

Organizational Skills

Customer Service

Team Player

Curiosity about AI

Strategic Thinking

Adaptability

Communication Skills

Education

Post-secondary education or equivalent experience

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Customized Software

Travel Tool

Job description

• Support a portfolio of Partners as part of the Executive Assistant Group
• Support the client engagement management process, including tracking and reporting time and expenses
• Run reports and maintain accurate client and contact data
• Play a key role in the billing process
• Create and format letters, proposals, presentations and reports using Microsoft tools and firm brand standards
• Coordinate virtual and in-person meetings and small internal and external events
• Liaise with designated teams for larger events
• Manage travel using the firm's dedicated agents and travel tool
• Independently manage multiple calendars
• Participate in meetings and learning events
• Engage in team initiatives and projects
• Provide short-term backup support for colleagues

Requirements

• Post-secondary education and/or relevant experience
• Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint)
• Proven ability to learn customized software/tools
• Excellent customer service skills
• Proven team player
• Strong written and oral communication skills
• Curiosity and openness to AI and emerging technologies
• Outstanding time management and organizational skills
• Strategic thinking and ability to anticipate needs, solve problems and identify practical solutions
• Agility and flexibility in response to changing priorities and business needs
• Ability to exercise sound judgement regarding confidential and sensitive matters

Core Competencies

Demonstrates proficiency in Microsoft Office tools, including Outlook, Word, Excel, and PowerPoint, while effectively managing multiple calendars and supporting client engagement processes. Exhibits strong organizational, time management, and communication skills to facilitate seamless coordination of meetings and events.

Highest-signal resume keywords

• Microsoft Office Proficiency
• Client Engagement Management
• Time Management
• Organizational Skills
• Customer Service Skills

ATS Optimization Keywords

Hard Skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Report Creation
• Data Management
• Billing Process Support
• Calendar Management
• Event Coordination
• Travel Management

Soft Skills

• Excellent Communication Skills
• Team Player
• Curiosity and Openness to AI
• Agility and Flexibility
• Strategic Thinking

Industry Keywords

• Client Engagement
• Executive Assistant
• Confidential Matters
• Time Tracking
• Expense Reporting

Tools & Technologies

• Customized Software
• Travel Tool