Executive Assistant

Dexian; Calgary; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading professional services firm in Calgary is seeking an Executive Assistant to provide essential administrative support. The role involves event planning, managing senior executives' schedules, and ensuring efficient office operations. Candidates should have 3-5 years of relevant experience, strong organizational skills, and excellent verbal and written communication abilities. This position offers a 6-month engagement with regular working hours.

Qualifications

• 3-5 years of relevant experience in an administrative or professional support function.
• Demonstrated progressive responsibility in roles.
• Specialized knowledge from education or business experience.

Responsibilities

• Lead the planning and implementation of department events.
• Provide senior-level administrative and operational support.
• Manage calendars and upcoming events.
• Process invoices and prepare expense claims.
• Coordinate training requirements for staff.

Skills

Relevant experience

Verbal communication

Written communication

Collaboration and teamwork

Analytical skills

Attention to detail

Organizational skills

Education

Post-secondary degree in a related field

Job description

Overview

Position Title: Executive Assistant

Duration: 6 months

Working hours: 8:30 am – 5:00 pm

Location: Calgary, AB

Role Mandate: Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general office services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

Responsibilities

• Leads the planning, coordinating, and implementing department events.
• Provides senior level administrative and operational support within a large, diverse team including one or more senior executives.
• Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information.
• Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
• Provides input into the planning and implementation of administrative programs.
• Builds effective relationships with internal/external stakeholders.
• Gathers and formats data into regular and ad-hoc reports, and dashboards.
• Coordinates and monitors budgets and reporting on results vs. budget.
• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
• Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
• Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
• Makes travel arrangements, booking flight/hotel reservations as needed.
• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
• Thinks creatively and proposes new solutions.
• Exercises judgment to identify, diagnose, and solve problems within given rules.
• Broader work or accountabilities may be assigned as needed.

Must-Have Skills

• 3-5 years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study.
• Specialized knowledge from education and/or business experience.
• Verbal & written communication skills - In-depth.
• Collaboration & team skills - In-depth.
• Analytical and problem-solving skills - In-depth.
• Attention to detail & organizational skills – In-depth

Dexian is an Equal Opportunity Employer and will provide accommodation for disabilities upon request during recruitment and assessment processes.