Executive Assistant

Executive Flight Centre; Calgary; On-site; CAD 65,000 - 85,000; Full time

Job summary

A dynamic aviation service provider is seeking an experienced Executive Assistant to support the executive leadership team in Calgary. The role involves managing communications, coordinating schedules, and providing high-level administrative support. Candidates must be bilingual in French and English, with at least 5 years of experience in a similar role. This full-time, in-office position offers occasional travel and requires exceptional organizational and customer service skills.

Qualifications

• Proficient in handling confidential information.
• Ability to work with minimum supervision in a dynamic environment.
• Experience with employee incentive or ownership programs is an asset.

Responsibilities

• Manage executive email inboxes and organize communications.
• Coordinate calendars, meetings, and travel arrangements.
• Assist leaders with expense accounts and require timely submission.
• Conduct research on various initiatives.
• Ensure exceptional customer service.

Skills

Bilingual in French and English

Interpersonal and communication skills

Strong relationship building skills

Time management and organizational skills

Microsoft Office Suite proficiency

Education

Minimum 5 years of experience in executive support

Class 5 driver’s license

Job description

EFC Group serves as a trusted provider of shared management services to a consortium of companies, empowering them to streamline operations, minimize expenses, and concentrate on their primary objectives. Our expertise lies in delivering comprehensive shared services across a spectrum of vital functions, encompassing executive leadership, finance, human resources, safety, and IT. By centralizing these critical operations, we enable our clients to optimize resources, enhance efficiency, and achieve sustainable growth.

EFC Group takes pride in being an equal opportunity employer committed to the principles of employment equity. We value diversity in our workforce and have made a commitment to ensure equitable representation of women, indigenous peoples, persons with disabilities and visible minorities at all occupational levels within our workforce. We believe that the diversity of our employees strengthens the company and furthers both individual and company successes. EFC Group is committed to inclusivity, equity, and accessibility in the selection of our teams and throughout employment. If you require accommodation during the recruiting process, please let us know.

Our Calgary Head Office is seeking an experienced Executive Assistant to provide high-level administrative support to our executive leadership team and assist our diverse operating companies across Canada. This is a full-time, in-office position with occasional travel to other sites as required. The successful candidate will be bilingual in French and English, both spoken and written, and will deliver superior customer service and organizational support in a fast-paced environment.

Description

The Executive Assistant supports the executive leadership team within the EFC Group of companies (Executive Flight Centre Aviation Ltd. and Avjet Holding Inc.). This role is pivotal in ensuring smooth day-to-day operations, effective communication, and strategic coordination across the executive roles (CEO, CFO, VP Fuel, VP Ops x2). The successful candidate will be a trusted partner, handling sensitive information with discretion and professionalism.

Responsibilities

• Manage executive email inboxes, elevating urgent matters and organizing communications.
• Coordinate calendars, meetings, and travel arrangements, including booking flights, hotels, and conference rooms.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Draft, edit, and proofread correspondence, presentations, reports, and business documents.
• Track priorities, deadlines, and follow-ups across departments.
• Liaise with internal teams and external stakeholders on behalf of the executive team.
• Maintain secure and organized records and files.
• Assist with corporate integration and collaboration, and assist with managing various projects (events, strategic initiatives, innovation).
• Assist leaders with their expense accounts, ensure expenses are submitted on time and accurately.
• Support the implementation, setup, and ongoing administration of the Employee Share Ownership Program (ESOP), including coordinating communications, maintaining accurate records, and liaising with internal stakeholders and external service providers.
• Travel to sites as required.
• Conduct research on a variety of initiatives.
• Proactively look for ways to enhance efficiency in processes.
• Maintain a tidy and orderly work area exhibiting pride in work performance and contributing to a healthy and safe work environment.
• Ensure exceptional, courteous, and respectful customer service.
• Comply with and participate in the Company’s Health & Safety and Quality programs and initiatives.
• Perform any other duties as required.

Qualifications And Experience

• Must be bilingual in French and English, both spoken and written.
• Minimum 5 years of experience in a similar executive support role.
• Familiarity with employee incentive or ownership programs is an asset.
• Experience handling confidential information with discretion.
• Well-developed interpersonal and communication skills, with the ability to communicate with individuals at all levels within and outside of the organization.
• Proficient in Microsoft Office Suite.
• Class 5 driver’s license is required.
• Strong relationship building skills and ability to function effectively in teams.
• Flexibility and proven experience in balancing competing priorities and juggling a variety of responsibilities.
• Strong time management, organizational, and prioritization skills, with high attention to detail.
• Self-motivated and self-directed with a demonstrated ability to work with minimum supervision in a fast-paced, dynamic environment.
• Ability to work in a confidential capacity; high level of professionalism.
• Professional, punctual, meticulous and diligent.
• Able to work both collaboratively and independently as a productive member of the team.

Please visit our web site at http://www.efcaviation.ca/ for a complete description of our company and to view other career opportunities.

We thank all applicants for their interest; however, only candidates selected for interviews will be contacted.