Executive Assistant

Formations Inc.; Edmonton; On-site; CAD 55,000 - 70,000; Full time

Job summary

A dynamic company in the building material sector seeks an Executive Assistant to support the President and Executive Leadership Team in Edmonton. This role requires exceptional organizational skills and the ability to thrive in a fast-paced environment. The ideal candidate will have over 3 years of experience supporting senior leadership, proficiency in Microsoft Office, and excellent communication skills. Join this forward-thinking team and enjoy a comprehensive benefits package with growth opportunities.

Benefits

100% company-sponsored health and dental benefits

Generous flexible benefit program

Opportunities for growth and advancement

Qualifications

• 3+ years of experience supporting C-level executives or senior leadership in a fast-paced environment.
• Ability to juggle competing demands with a calm, solutions-focused mindset.
• Friendly, approachable demeanor with the ability to work independently.

Responsibilities

• Manage the President’s calendar, appointments, and meetings proactively.
• Prepare ELT meeting agendas, notes, and follow up on action items.
• Coordinate logistics for travel, conferences, and events.
• Anticipate needs and prepare briefing materials for meetings.
• Help manage requests and deadlines with calm discipline.

Skills

Impeccable organization skills

Proficiency in Microsoft Office

Strong written and verbal communication skills

Calm, solutions-focused mindset

Experience supporting C-level executives

Tools

Microsoft Office

Project management tools (ninety.io)

Job description

AB - Shared Services

10216 124 Street NW

Suite 616

Edmonton, AB T5N4A3, CAN

Are you a natural organizer who thrives in behind-the-scenes environments, where staying three steps ahead isn't just helpful but second nature?

We’re looking for a proactive and detail-oriented Executive Assistant to support our President and Executive Leadership Team (ELT). This role is critical to keeping our executive office running smoothly, from proactive calendar management to high-level communication and coordination. If you take pride in creating structure, anticipating needs, and bringing calm to busy days, this could be the right fit for you.

Reports To : President

Location : Edmonton, On-site

What You’ll Be Doing :

• Proactively and thoughtfully manage the President’s calendar, appointments, and meetings by prioritizing and anticipating changes.
• Prepare ELT meeting agendas, take detailed notes, and follow up on action items to support accountability and progress.
• Book meetings with clients, vendors, consultants, and community partners on behalf of the President.
• Coordinate logistics for travel, conferences, and events by booking flights, accommodations, and preparing itineraries.
• Anticipate needs and prepare briefing materials or background information for meetings and decisions.
• Help the President maintain focus by managing requests, deadlines, and shifting priorities with calm discipline.

In an Average Week, You Might...

• Kick off the day by reviewing the President’s meetings, prepping documents, and checking in with the team on any outstanding items.
• Sit in the ELT meeting, take structured notes, and circulate next steps to keep momentum.
• Finalize travel arrangements for an upcoming event and handle any last-minute changes.
• Follow up with department leaders to schedule touchpoints or check in on progress.
• Raise a flag on concerns from a recent conversation or meeting and help gather thoughtful context for the President to respond.
• End the week by reviewing the calendar, blocking time for deep work, and planning priorities for the following week.

What You Bring :

• 3+ years of experience supporting C-level executives or senior leadership in a fast-paced, dynamic environment.
• Impeccable organization skills and the ability to juggle competing demands with a calm, solutions-focused mindset.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with project management tools (ninety.io) is a plus.
• Strong written and verbal communication skills, with a proactive and confident approach.
• A friendly, approachable demeanor with the ability to work independently and take initiative when needed.

Bonus Points

• A calm, composed presence under pressure, known for staying cool when priorities shift last minute.
• Experience in the building materials and/or Millwork industry.

Why Join Us :

• Be part of a forward-thinking company committed to innovation.
• Work in a supportive, team-oriented environment that values respect, accountability, and communication.
• Opportunities for growth and advancement within the company.
• Competitive compensation package with 100% company-sponsored health and dental benefits.
• A generous flexible benefit program, including options for :

Health Spending Account (HSA)

• Personal Spending Account (PSA)
• RRSP contributions

As part of our selection process, shortlisted candidates will be invited to complete a TRAITS Assessment. Participation in this assessment is mandatory to be considered for the role. We look forward to reviewing your application!

For questions or accommodation requests during the application process, please contact us at [e-mail].

J-18808-Ljbffr