Executive Assistant

About Staffing Ltd.; Calgary; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a highly organized Executive Assistant to support their executive team in a fast-paced environment. This independent contractor role offers a permanent position for a seasoned professional who thrives in autonomy. You will manage day-to-day administrative functions, focusing on calendar management, logistics, and high-level document preparation. The ideal candidate is detail-oriented, discreet, and possesses excellent judgment. Join a dynamic team where your contributions will significantly impact the organization’s success and help drive key initiatives forward.

Qualifications

• 5+ years experience as an Executive Assistant supporting senior leadership.
• Comfortable working as an independent contractor with necessary setup.

Responsibilities

• Provide high-level executive support including calendar and email management.
• Coordinate meetings, travel arrangements, and prepare documentation.

Skills

Organizational Skills

Calendar Management

Email Management

Professional Communication

Problem-Solving

Confidentiality

Interpersonal Skills

Adaptability

Education

Post-secondary education in Business Administration

Tools

QuickBooks Online

Job description

Connecting you to Administration jobs in Calgary, Alberta!

About Staffing is an Alberta-based recruitment company that connects jobseekers to employers across Canada. Established in 1996, About Staffing is a BBB Accredited Business and a proud member of the Calgary Chamber of Commerce.

We have partnered with a reputable firm to support them in the recruitment process to find an experienced Executive Assistant.

Job ID: 42807

Job Type: Direct Hire

Category: Administration

Location: Calgary, Alberta

Our client is seeking a highly organized and proactive Executive Assistant to support their executive team in a fast-paced, dynamic environment. This independent contractor role is a permanent position ideal for a seasoned professional who thrives in an autonomous setting and can deliver high-level executive support from day one.

In this role, you will play a critical role in managing day-to-day administrative functions, with a strong focus on calendar and email management, logistics coordination, and high-level document preparation including proposals, presentations, and RFPs. You’ll be expected to anticipate needs, prioritize tasks, and maintain clear, consistent communication with internal and external stakeholders.

The ideal candidate is confident, detail-oriented, and discreet, with excellent judgment and the ability to adapt quickly. This role also includes basic bookkeeping responsibilities, requiring experience with QuickBooks Online.

If you thrive in a fast-moving environment, enjoy working autonomously, and bring a high level of professionalism to everything you do, we encourage you to apply.

Duties and Responsibilities:

• Provide high-level executive support to the executive team, including proactive calendar and email management
• Coordinate internal and external meetings, appointments, and travel arrangements
• Draft, edit, and prepare proposals, presentations, reports, and RFP documentation
• Manage daily correspondence, ensuring timely and professional communication on behalf of the executive team
• Anticipate the needs of senior leadership and take initiative to resolve issues before they arise
• Act as a liaison between the executives and internal teams, maintaining clear and effective communication
• Support the coordination and execution of company-wide initiatives and confidential projects
• Serve as a gatekeeper by prioritizing incoming requests and ensuring the executive team's time is optimized
• Oversee bookkeeping tasks for a subsidiary company, including invoicing, expense tracking, and tax remittances using QuickBooks Online
• Monitor and follow up on action items and deadlines to ensure timely completion
• Perform general administrative support as needed, including file management and recordkeeping

Education:

• Completion of post-secondary education in business administration, office management, or a related field is preferred.

Qualifications:

• Comfortable working as an independent contractor, with an existing setup or willingness to establish one.

Experience:

• Minimum of 5 years in an Executive Assistant or similar role supporting senior leadership.
• Previous experience with bookkeeping, using QuickBooks Online, is required.
• Proven experience managing complex calendars and communications in a fast-paced environment.

Skills:

• Strong organizational and multitasking abilities in a fast-paced environment
• Proficient in calendar and email management with keen attention to detail
• Professional communication skills, both written and verbal
• Proactive problem-solver with strong critical thinking skills
• Discreet, trustworthy, and experienced with confidential information
• Confident in representing executive leadership and liaising with stakeholders
• Team player with excellent interpersonal skills
• Flexible and adaptable to changing priorities

Base Salary:

$35-50 per hour, based on experience.

Work Hours:

• 40 hours per week.
• Monday to Friday.

Remote Work:

This position is not remote; it requires on-site presence.

Additional Notes:

• This opportunity does not include relocation. It will be the responsibility of the candidate should relocation be required.
• All applicants must be authorized to work in Canada to be considered for employment.

Equity. Diversity. Inclusion.

At About Staffing, EDI has always been a business priority and is continually upheld in our business practices. The About Staffing team thanks everyone who applies and will contact suitable candidates based on the employer’s needs.

About Staffing

Recruiters are Alberta’s experts in connecting candidates with administration jobs. We focus on temporary, direct hire (permanent), and temporary-to-direct hire placements across various fields.

Our recruitment specialists believe in a human-to-human approach, reading your resume, conducting person-to-person interviews, and making suitable matches.

Frequently Asked Questions

What happens after I apply?

Our Recruitment Team will review your resume against current job postings. If you meet the employer’s requirements, a recruiter may contact you to begin the process.

We only contact applicants who meet the needs of active positions. Check back regularly for new postings.

For more FAQs, visit our job seeker page.

Please reference Job ID:42807 in your application.

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