Executive Assistant

Alberta Recycling Management Authority (ARMA); Edmonton; On-site; CAD 60,000 - 75,000; Full time

Job summary

A leading organization in Alberta is seeking an Executive Assistant to support the Vice Presidents. The role involves managing schedules, providing administrative support, and facilitating Board meetings. Ideal candidates will have extensive experience and excellent communication skills, ensuring smooth operations and stakeholder relationships.

Qualifications

• Minimum of 5+ years of experience as an Executive Assistant.
• Strong ability to communicate both verbally and in writing.

Responsibilities

• Provide administrative support to VPs including calendar management.
• Schedule and coordinate logistics for Advisory Council and Board meetings.
• Maintain an understanding of Alberta Recycling policies and procedures.

Skills

Communication

Time Management

Problem Solving

Collaboration

Tools

Microsoft Office

Job description

The Executive Assistant reports directly to the Vice President (VP), Finance but will be expected to provide support to the VP, Corporate Services.

Administrative Support

• Provide administrative support to the VPs including calendar and email management, meeting scheduling and coordination, providing briefing information for meetings, preparing correspondence and reports, printing various materials, processing expenses, taking minutes, maintaining files, and acting as the first point of contact for incoming inquiries.
• Create and manage task lists for the VPs including scheduling time to complete work.
• Provide support for routine meetings with direct reports including creating agendas, reviewing meeting notes and following up on action items.
• Support the development and maintenance of positive and professional relationships with stakeholders.
• Liaise regularly with Managers reporting to the VPs to support the organization and VPs.
• Provide confidential projects, tasks, and communication support, as required.

Advisory Council and Board Support

• Schedule and coordinate logistics for Advisory Council and Board meetings.
• Provide administrative and technical support during Advisory Council & Board meetings.
• Compile, prepare, and distribute reports and meeting packages to the Advisory Council and Board.
• Prepare minutes for regular and special meetings of the Advisory Council.
• Oversee business arising from Advisory Council meetings and tracking of subsequent action items.
• Coordinate orientation and onboarding for Advisory Council members in conjunction with Human Resources, and the VPs.

Other Support Duties

• Provide ad hoc administrative support to the VPs, as determined by department priority and capacity.
• Provide back-up support to the Office Manager on a shared basis with other administrative staff.
• Cross training with other Executive Assistant’s, as required.

Additional Duties

• Maintain an understanding of and adhere to Alberta Recycling policies, procedures, and standards.
• Contribute to a positive and safe culture by modeling organizational values.
• Perform other job-related duties as required.

Experience & Competencies

• Minimum of 5+ years of experience as an Executive Assistant reporting directly to Executive level leadership.
• Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software.
• Previous experience supporting a Board and/or advisory councils is an asset.
• Strong ability to communicate both verbally and in writing, with previous experience.
• Excellent professionalism, interpersonal and outstanding collaboration skills.
• Excellent time management, decision-making, teamwork, and problem-solving skills.
• Previous experience working in or supporting an operations department is an asset.
• Strong ability to proactively anticipate the needs of the VP
• Flexibility in adapting to changing priorities.
• Ability to work effectively as part of a team

Additional Requirements:

• Background Check

All employees are subject to a pre-employment Background Check, and employment is contingent upon successful clearance results. ARMA is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without discrimination on any characteristic protected by law.