Executive Assistant

Summit Search Group; Saskatoon; On-site; CAD 50,000 - 70,000; Full time

Job summary

A reputable search firm in Saskatoon is seeking an Executive Assistant to support two Vice-Presidents. The role includes managing calendars, organizing meetings, and ensuring effective communication within the organization. Candidates should have relevant education and at least three years of experience in a senior administrative role, along with strong communication and organizational skills. This is a professional opportunity to contribute to a dynamic leadership team.

Benefits

Commitment to Diversity, Equality and Inclusion

Professional development opportunities

Qualifications

• Minimum of 3 years in senior-level administrative role or equivalent experience.
• Ability to work with minimal guidance.
• Capacity to build relationships with executives and stakeholders.

Responsibilities

• Assist with calendar management and document workflows.
• Facilitate communication between executives and the Board.
• Coordinate travel plans and logistics for the Vice-Presidents.

Skills

Planning and organizing

Strong verbal communication

Interpersonal skills

Problem-solving

Attention to detail

Education

Post-secondary education in Business or Office Administration

Tools

Microsoft Office Suite

SharePoint

Job description

Overview

Summit Search Group is seeking a Executive Assistant to join our client’s dynamic leadership team in Saskatoon. The Executive Assistant will expedites the work of two Vice-Presidents by assisting in setting priorities, calendar management, document management, workflows, and organizing meetings and events. Acts on behalf of the Vice-Presidents to organize, delegate, and prioritize matters to management within the division.

• Collaborates across the VP support teams to collectively organize, coordinate, and manage divisional priorities.
• Manages and supports board committee operations, including document routing, approvals, and workflow processes.
• Maintains appropriate confidentiality and is responsible for researching, analyzing, drafting, and composing correspondence, briefing materials, and reports based on the general direction of the Vice-Presidents. Ensures that all forms of communication are handled in a timely and accurate manner by replying directly or directing information flow to the appropriate management personnel.
• Interfaces with and facilitates communication on planning and business issues as required between the Board of Directors, executive leadership, management across the organization, external agencies, government, and the Executive office. Ensures timely responses and resolution of inquiries through consultation with appropriate executives, departments, or staff.
• Facilitates the ongoing management of the division(s) by tracking and reporting on business issues, metrics, and planning processes, and by completing special projects as required. Participates as a key member of the management team for the Vice-Presidents’ division(s).
• Coordinates the planning and logistics for various meetings. Organizes, reviews, drafts, compiles, and distributes data and other briefing materials within strict timeframes for executive, Board of Directors, and other meetings.
• Liaises with management and other organizations on behalf of the Vice-Presidents and ensures an objective and confidential approach to the preparation, filing, release, or reference of departmental information including personnel and business issues.
• Arranges travel plans, both national and international, for the Vice-Presidents. Researches and compiles complete itinerary packages to ensure the Vice-President is fully prepared for all events and that the organization portrays a professional image.
• Serves the office and organization in a professional manner by maintaining harmonious work relationships with staff and the public. This includes handling incoming calls and inquiries, directing them to the appropriate party, or dealing with callers tactfully and efficiently, and following up to ensure requests are resolved in a timely manner.
• Coordinates, analyzes, and compiles information for the creation and communication of quarterly reports, divisional business plans, and other strategic documents. Inputs material into professional reports as required.
• Maintains a broad knowledge of organizational operations, divisional initiatives, projects, and developments to ensure an efficient office.

Qualifications

• Post-secondary education in Business or Office Administration with a minimum of 3 years of experience in a senior-level administrative role, or an equivalent combination of education and experience.
• Demonstrated skills in planning, organizing, and prioritizing.
• Strong verbal, written, and interpersonal communication skills.
• Ability to build relationships with executives, colleagues, and internal and external stakeholders.
• Demonstrated ability to actively listen, resolve issues, make sound independent decisions, and work with minimal guidance.
• Ability to develop and implement innovative administrative process solutions.
• Strong organizational, problem-solving, and interpersonal skills.
• Ability to handle challenges and provide effective conflict resolution.
• Proficient in Microsoft Office Suite – Outlook, Teams, Excel, and Word.
• Knowledge of SharePoint and Board Software Products (such as Diligent) is preferred.

For a confidential discussion about this opportunity, please reach out to Mike Gosine at [e-mail].

Summit Search Group has a strong commitment to Diversity, Equality and Inclusion. We strive for continuous development, modeling, inclusive behaviors and proactively managing bias throughout our process.