Executive Assistant (12-months)

AMA - Alberta Motor Association; Edmonton; On-site; CAD 70,000 - 90,000; Full time

Benefits offered by this job

Competitive wage

Employee discounts on travel,insurance

Professional development

Paid vacation with payroll

Job summary

AMA - Alberta Motor Association is seeking an Executive Assistant to the CFO to manage complex calendars, coordinate deliverables, and prepare executive communications. You will support senior leadership with discretion and proactive planning to keep the organization moving.

You will coordinate meetings, develop board materials, review financials, and handle sensitive information while partnering with internal teams and external partners.

Qualifications

• Certificate or diploma in business administration or equivalent experience preferred.
• Experience supporting senior executives and board committees.
• Proven ability to manage confidential information with discretion.

Responsibilities

• Manage CFO calendar, meetings, and travel with prioritization and accuracy.
• Prepare materials, minutes, and Board reports within deadlines.
• Coordinate communications and executive-level correspondence.
• Review financial statements and finance materials for accuracy.
• Coordinate signing authorities, system access, and expense claims.
• Organize town halls and Finance events with logistics.
• Code invoices and track expenses against contracts monthly.
• Maintain Finance content on intranet and serve as board back-up.
• Maintain confidentiality and support cross‑functional stakeholders.
• Communicate effectively across multiple levels of the organization.

Skills

Executive support

Calendar management

Stakeholder communication

Discretion/confidentiality

Multitasking under pressure

Microsoft Office

Documentation & reporting

Education

Certificate or Diploma in Business Administration

Office Assistant Program

Tools

Microsoft Word

PowerPoint

Excel

Adobe Acrobat

Visio

Job description

YOU’RE AN executive ASSISTANT DYNAMO

The Opportunity

You aren’t just an organized professional. You are an expert at managing executive schedules and competing priorities. While others see a chaotic calendar and a long list of tasks, you see a series of critical deliverables that you solve with total accuracy and precision. Sound familiar? Then you might just be the person we’re looking for.

We’re looking for an Executive Assistant to the CFO to provide critical support to our senior leadership. You’ll be the one managing complex schedules, coordinating key deliverables, and preparing the executive-level communications and reports that keep our team moving. If you thrive on deadlines, believe in the power of being proactive, and bring a high degree of professionalism and discretion to everything you do, you belong on our team.

AMA is more than a workplace; it’s a family. Together, we help protect the things that matter most to our more than one million members everything from roadside safety to retail savings, food security to childhood well-being. And with operations that span automotive, registries, travel, insurance and more, the opportunities to grow with us are almost limitless!

Building on a century of proud service in Alberta communities, we’re passionate about making a meaningful difference in the places where we live and work. And that all begins with our people. As part of the AMA team, you’ll enjoy:

• Competitive wage.
• Employee-exclusive discounts on travel, insurance, memberships, and more.
• Ongoing professional development.
• Vacation earnings paid out with each pay period.

Who You Are

• You manage your time as expertly as you manage your projects prioritizing, planning, and organizing are important to you.
• You take initiative and can enthusiastically manage multiple projects with limited supervision.
• You’re just as comfortable working with senior executives as you are with staff on the frontline.
• You have outstanding interpersonal and communication skills.
• You’re a natural at consulting with stakeholders to anticipate and understand their needs.
• You recognize the details and handle even the tightest deadlines.

How You’ll Make an Impact

• Reporting to the Chief Financial Officer (CFO), you will maintain their executive work schedule and calendar including triaging and prioritizing incoming meeting requests. Scheduling meetings, conference calls, coordinating agendas and meeting materials, and recording minutes.
• Facilitate CFO preparedness for meetings and other obligations by reviewing all meeting invites and agendas and preparing materials.
• Develop, prepare and produce written correspondence, presentations and reports, including Board reports, within established timelines.
• Ensure critical deadlines are met, acting as liaison with internal business units and external partners as required.
• Review financial statements, budgets, and related finance materials for consistency, formatting, content accuracy, and overall quality.
• Coordinate administrative processes such as signing authorities and system access, ensuring requests are completed accurately and in a timely manner.
• Coordinate and organize town halls and other Finance events, including logistics, materials, invitations, and follow-up activities.
• Code and track invoices against contracts for investment fees, audit, tax, pension and consulting fees and complete monthly expense claims.
• Maintain and update Finance-related content within the Backyard (intranet) site.
• Serve as back-up support for board-related activities, including meeting preparation, materials coordination and posting, and follow-up as required.
• Lead a strong administrative and organizational process to support the executive.
• Maintain the strictest of confidence when handling sensitive and confidential information.
• Ability to work and communicate effectively with many levels within the organization to ensure appropriate support is provided and work is accurately executed.

What You Bring to the Table

• You have a Certificate or Diploma in Business Administration, or a recognized Office Assistant Program or equivalent education and experience is preferred.
• At least 5 years of experience in an Executive Assistant role.
• Experience working with senior board of directors and executives.
• Experience working with financial statements/information/reports, corporate governance and executive management, board governance procedures and drafting and maintaining thorough board minutes and records of decisions.
• Capable of managing competing priorities and assignments with ease, calm and unflinching accuracy in a deadline-oriented environment.
• Computer skills with in-depth knowledge and experience with Microsoft Office Suite (Word, PowerPoint, Excel), Adobe Acrobat and Visio.
• Strong organizational and time management skills.

Belonging Matters Here
AMA is committed to providing an inclusive, respectful, and accessible environment. If you require an accommodation at any time during our recruitment process, please contact [e-mail]. We’ll work with you to feel supported throughout your journey with us.

WORK MODEL:

In-Office

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