Executive Assistant

Information & Technology Management; Calgary; On-site; CAD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to support senior leadership in a dynamic environment. This pivotal role involves managing communications, providing administrative support, and fostering relationships with key stakeholders. The ideal candidate thrives under pressure, possesses excellent organizational skills, and is adept at handling confidential matters with integrity. Join a collaborative team where your contributions will directly impact the success of leadership initiatives and organizational goals. If you are passionate about supporting executives and enjoy a fast-paced work environment, this opportunity is perfect for you.

Qualifications

• 5+ years of experience in administrative support roles.
• Ability to manage sensitive information with discretion.
• Proficiency in various software tools for communication and management.

Responsibilities

• Act as a point of contact for senior external stakeholders.
• Provide comprehensive administrative support for executive functions.
• Manage travel arrangements and compliance reporting.

Skills

Effective Communication

Relationship Building

Integrity and Discretion

Resourcefulness

Time Management

Education

Diploma or Degree

Tools

MS Office

SharePoint

Concur

MS Teams

Viva Engage

Job description

Reference ID

R176781

Updated

05/02/2025

Business Area

Business Administration

Location

Canada, Calgary

Shell Canada is seeking an Executive Assistant to support both our Shell Canada Country Chair and the VP of Integrated Gas for Shell Canada. The Country Chair represents all of Shell Canada and is the key point of contact between Shell Canada and senior stakeholders from other organizations, as well as with senior internal stakeholders and the staff of Shell Canada. In Integrated Gas, you will be part of a dynamic and fast-paced team working on multiple projects and interfacing with LNG Canada.

Within this role, you will have the opportunity to work on various initiatives and develop strong relationships across our organization. You will act as a key point of contact for senior leaders, internal colleagues, and senior external stakeholders globally and within the country. Your role is pivotal in ensuring the smooth operation of executive functions, providing comprehensive administrative support, and facilitating effective communication within the organization.

If you thrive in a collaborative, fast-paced environment and are passionate about contributing to the success of our leadership team, we invite you to express interest in this opportunity!

Accountabilities

1. Act as a point of contact for senior external stakeholders, including offices of Prime Minister, Premiers, other senior government officials, C-suite leaders of other companies, joint venture partners such as LNG Canada, and key external bodies like CAPP and BCBC.
2. Provide administrative support for business-wide activities and events, including offsite meetings, coordination of senior leadership and external stakeholder visits, event management, and setup, as well as meetings such as the Country Coordination Team, Extended Leadership team, and workshops.
3. Manage payment and compliance reporting, such as gifts & hospitality registers.
4. Coordinate and ensure receipt of relevant briefing papers for upcoming meetings and travel.
5. Send out approved communications on behalf of the VP and Country Chair.
6. Support Crisis Management Team and Business Continuity Planning activities with administrative support.
7. Provide general administrative support including calendar and email management, scheduling meetings, taking minutes, booking conference rooms, typing, photocopying, printing, managing mail, screening calls, handling queries, and redirecting as appropriate.
8. Book and manage travel arrangements and complete expense reports through Concur.
9. Coordinate IT equipment orders and logistics.
10. Assist the Country Chair team with administrative tasks such as maintaining distribution lists, SharePoint sites, filing, records management, organization charts, building access, staff onboarding, catering, and tracking key initiatives.
11. Collaborate with other administrative professionals and provide backup support as needed.

What You Bring

• Legal authorization to work in Canada on a full-time basis for anyone other than the current employer.
• Diploma or Degree is preferred but not required.
• At least 5 years of relevant experience.
• Ability to communicate effectively and build relationships at all levels with internal and external stakeholders, including C-suite leaders and senior government officials.
• Utmost integrity and discretion in handling sensitive and confidential matters.
• Resourcefulness to handle unforeseen circumstances quickly and competently.
• Ability to work under pressure, meet deadlines, and adapt to a fast-changing environment with competing priorities.
• Flexibility to work extended hours and be available outside of core business hours when necessary.
• Excellent planning, organizational, and time management skills with attention to detail.
• Proficiency in MS Office, SharePoint, Concur, MS Teams, and Viva Engage.