Executive Assistant

Confidential; Calgary; On-site; CAD 60,000 - 82,000; Full time

Job summary

Confidential is seeking a highly organized executive assistant to support one to three executives, streamline operations, and boost productivity. You will manage calendars, communications, travel, and expense reporting.

The role requires regular in-office presence (Tue–Thu), strong written and verbal communication, and proficiency with Word, Outlook, PowerPoint, and Excel. Bachelor's degree preferred.

Qualifications

• Three or more years of executive administrative assistant experience in a professional services environment, preferably supporting senior executives.
• Fluency in Quebec French is required.
• Ability to work in the office regularly, typically Tuesday–Thursday.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft applications (Word, Outlook, PowerPoint, Excel).
• Bachelor's degree preferred but required.

Responsibilities

• Manage executive calendars and primary communications.
• Prepare and review expense reports.
• Create client presentations and proposals.
• Coordinate virtual meetings and travel itineraries.
• Plan travel arrangements and detailed itineraries.
• Oversee special projects and track progress.
• Foster relationships with senior executives and partners.
• Identify opportunities to improve operational efficiency.
• Handle confidential information discreetly.

Skills

Communication skills

French language proficiency

Office software

Education

Bachelor's degree required

Tools

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Microsoft Excel

Job description

Seeking a highly organized and proactive executive assistant to provide administrative support toone 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.

Desired Qualifications

• Three or more years of executive administrative assistant experience in a professional services environment, preferably supporting senior executives.
• Fluency in Quebec French is required.
• 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.