Executive Assistant

Custom Software Systems Inc.; Calgary; On-site; CAD 52,000 - 65,000; Full time

Job summary

A leading company is seeking an Executive Assistant in Calgary to provide comprehensive support to the leadership team. The role involves managing office administration, coordinating internal and external communications, and facilitating shareholder relations. Ideal candidates will possess strong organizational skills, attention to detail, and a proactive approach to problem solving.

Qualifications

• 3-5 years of previous office and/or administration experience. Legal administration experience is an asset.
• Excellent working knowledge of various software packages.
• Previous experience working with senior management.

Responsibilities

• Manage office administration tasks and support the leadership team.
• Coordinate meetings, handle communications and manage schedules.
• Oversee office management and ensure effective operation.

Skills

Communication

Time Management

Problem Solving

Interpersonal Skills

Education

Diploma or Certificate in Office Administration, Legal Assistant or Business

Tools

Microsoft Office

Job description

NEW OPPORTUNITY:

EXECUTIVE ASSISTANT

TheExecutive Assistant will be responsible for overseeing the company’s office administration, providing administrative support to the leadership team and supporting shareholder relations.

RESPONSIBILITIES:

Office Management

• Present a positive and professional image of the office to all visitors, suppliers, inquiries, and other interactions
  

• Manage office supply inventory, mail and courier coordination
  

• Manage office access and / or parking for all corporate locations
  

• Manage corporate cell phone plans and devices
  

• Manage corporate landline system
  

• Manage corporate offsite document storage, recycling and shredding
  

• Manage boardroom bookings
  

• Act as the point of contact for building management and manage building requests as required
  

• Coordinate maintenance and repair services as required
  

• Lead the planning and scheduling of official office events
  

• Develop and implement office policies and procedures
  

• Coordinate with Marketing to ensure executive presentation and networking events are marketed promptly
  

• Manage internal communication, including the management of the MBH SharePoint page
  

• Serve as the point of contact for internal communications and external inquiries; receive and screen inbound telephone calls, and visitors; refer and/or redirect calls, e-mails, or visitors as applicable
  

• Act as the Commissioner for Oaths for corporate office
  

• Lead annual insurance renewal process for corporate office as well as managed and /or owned assets
  

• Manage the office Health and Safety requirements
  

• Assist with special project duties on an as needed basis
  

Executive Administration

• Provide administrative support to the leadership team, as directed by verbal or written instruction
  

• Manage confidential and legal documents for all departments including accounting, finance, and construction for correspondence and signature, maintain minute books, and other monetary duties, coordinating travel for team members,
  

• Provide calendar management, ensuring meetings are communicated to external and internal clients, no double bookings, no missed meetings, sufficient time allocation, etc.
  

• Coordinate the logistical aspects of meetings, seminars, workshops, events and travel
  

• Provide proactive meeting preparation as requested, anticipating the needs of the leadership team
  

• Assist in the preparation of briefing materials, presentations and documents
  

• Coordinate expense report preparation and reimbursement tracking
  

Shareholder Communication

• Act as the main point of contact for investment stakeholders, handling multiple types of investment structures
  

• Prepare and distribute monthly investor communications for both the hotel shareholders and corporate shareholders
  

• Proactively schedule all shareholder meetings and set preparation meeting schedule for leadership team
  

• Coordinate responses to investor inquiries and ensure timely, accurate, and consistent messaging
  

• Support the development and execution of the company’s investor relations annual strategy and calendar
  

• Strengthen the Company’s reputation within the industry through integrity in all business dealings by providing an exceptional level of service and communication
  

Experience Required

• 3-5 years of previous office and/or administration experience. Legal administration experience considered an asset.
  

• Previous experience working with senior management in an administrative-supporting role
  

• Excellent working knowledge of computers, internet and the ability to navigate within a variety of software packages
  

• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
  

Mission Critical Competencies

• Excellent written and verbal communication skills
  

• Ability to work under deadlines, strong time management skills
  

• Ability to work independently with confidential and sensitive matters
  

• Proven ability to manage competing priorities in a fast-paced and changing environment
  
• Demonstrated ability to identify and resolve problems effectively
  
• Keen to build positive relationships and enjoys interacting with people
  

Desired Education

• Diploma or Certificate from an Office Administration, Legal Assistant or Business program or an equivalent combination of education and experience
  

WORKING CONDITIONS:

• Willingness to work a flexible schedule, travel and in turn receive job flexibility
  

TO APPLY:

To apply send all resumes to https://masterbuilthotels.bamboohr.com/careers/854. We thank all applicants for their submissions, but only those deemed qualified by our hiring manager will be contacted. No phone calls please.