Executive Assistant

Freehold Royalties Ltd; Calgary; Hybrid; CAD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to provide comprehensive support to its executive team. This role involves managing high-level presentations, coordinating meetings, and overseeing office services, ensuring seamless operations. The ideal candidate will excel in Microsoft Office applications and possess exceptional organizational skills. With a hybrid work program in place, this position offers a blend of in-office and remote work, promoting flexibility and a supportive work environment. Join a company committed to diversity and inclusion, where your contributions will significantly impact corporate success.

Benefits

Health and Wellness spending account

Employee & Family Assistance Program

Pension plan

Flex day program

Qualifications

• Advanced proficiency in Microsoft Office Suite is essential.
• Experience managing board and corporate documentation is preferred.

Responsibilities

• Provide high-level administrative support to the CEO and executive team.
• Coordinate logistics for internal and external meetings.
• Oversee planning and coordination of corporate events.

Skills

Microsoft PowerPoint

Microsoft Word

Microsoft Outlook

Event Planning

Confidential Information Management

Communication Skills

Organizational Skills

Education

7-10 years of executive administrative support experience

Experience in oil and gas industry

Job description

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Freehold is seeking candidates for the position of Executive Assistant reporting to the Vice President, Corporate Services. This position provides comprehensive administrative and executive support to the CEO and other executive members. The ideal candidate will possess advanced proficiency in Microsoft PowerPoint, Word and Outlook and play a key role in the preparation of high-level presentations, reports, and documentation for internal and external stakeholders, including the Board of Directors and investors. In addition, this role will have oversight responsibility for Reception and Office Services, ensuring seamless day-to-day operations of the office services.

Duties and Responsibilities

Executive & Corporate Support

• Provide high-level administrative support to the CEO and executive team, including calendar management, travel coordination, and expense reporting;
• Prepare, format, and edit documents, reports, and PowerPoint presentations for executive meetings, board presentations, and industry events;
• Manage confidential and sensitive information with the utmost discretion;
• Coordinate logistics for internal and external meetings, including agenda development, materials preparation, and follow-up action items;
• Liaise with internal departments, board members, and external stakeholders on behalf of the CEO and executives;
• Coordinate Board and Committee meetings, manage schedules (including polling and rescheduling), handle meeting logistics; and provide back up on preparing and posting materials to the board portal
• Oversee and maintain the corporate intranet, including regular updates of document versions, drafting and publishing main page content, maintaining the corporate calendar, and ensuring all intranet resources are current, relevant, and accessible to employees;

Office Services & Reception Oversight

• Supervise front desk and reception services, ensuring a professional and welcoming environment for visitors and employees; provide backup when required;
• Oversee office services including facilities management, supplies procurement, office health and safety, and general administrative operations;
• Develop and maintain procedures to ensure efficiency and service quality in office operations;
• Manage corporate credit cards: reconcile monthly statements, process charges, and ensure accurate coding.

Corporate Event Planning

• Oversee and/or lead the planning and coordination of corporate events including but not limited to town halls, corporate team building events, leadership retreats, Board dinners and the annual general meeting;
• Manage event logistics, including venue selection, catering, travel arrangements, guest coordination, and post-event evaluations;
• Track budgets and ensure cost-effective event execution without compromising quality.

Required Characteristics, Attributes and Skills

• Advanced proficiency in Microsoft Office, with expertise in PowerPoint, Word and Outlook;
• Exceptional attention to detail and organizational skills with a solutions based approach;
• Ability to perform effectively under pressure and meet tight deadlines;
• Strong interpersonal and communication skills, capable of collaborating across all levels of the organization;
• Demonstrated initiative, discretion, tact, and sound judgment in handling confidential and urgent matters;
• Proven ability to work independently and prioritize competing demands.

Qualifications

• Minimum 7 to 10 years of experience providing executive or legal administrative support, ideally within the oil and gas industry;
• Expertise in preparing professional presentations and documents using Microsoft PowerPoint and Word;
• Experience managing board and corporate legal documentation and regulatory filings;
• Skilled in event planning, office administration, and leading administrative staff;
• Familiarity with corporate governance processes and regulatory compliance is preferred;
• Corporate Legal Assistant experience is not required by would be considered an asset.

Additional Requirements/Information:

All applicants must be legally entitled to work in Canada at the time of application.

Hybrid Work Program:

We currently have a hybrid work program in place allowing us to live, learn and adapt in a way that works for our business and our employees. Our hybrid work program is a combination of in-office and remote work: Tuesday, Wednesday, Thursday are core in-office workdays, Monday and Friday in-office or remote based on your preference.

• Health and Wellness spending account
• Employee & Family Assistance Program
• Pension plan
• Flex day program

Equity, Inclusion and Diversity

Committed to attracting and retaining diverse employees, we will honor your experiences, perspectives and unique identity. Together, we strive to create and maintain a working environment that is welcoming and promotes diversity of thought, inclusivity and equity.

We thank all applicants; however, only those selected for an interview will be contacted.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Oil and Gas

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