Executive Assistant (4472)

LodgeLink; Calgary; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A leading resource management company based in Calgary is seeking an Executive Assistant to provide high-level support to the CEO. This hybrid role requires strong organizational skills, proficiency in Microsoft Suite, and the ability to manage competing priorities effectively. The position offers an opportunity to work in a fast-paced environment while contributing to strategic initiatives. Candidates should have at least 5 years of experience in a similar role and a completed post-secondary education in Business Administration or related field.

Qualifications

• 5 years minimum of demonstrated experience supporting a senior level executive.
• Proficiency in both a Windows and Mac environment.
• Knowledge of cloud-based solutions considered an asset.

Responsibilities

• Maintain confidentiality of the CEO Office and Board.
• Manage the coordination of annual processes and major corporate events.
• Handle email inbox management for the CEO.

Skills

Exceptional organization and time management skills

Advanced proficiency with Microsoft Suite

Ability to adapt to competing priorities

Positive outlook

Positive attitude

Education

Completed post-secondary education in a related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft OneNote

Concur

SAP

Job description

Black Diamond Group owns and operates a portfolio of businesses specializing in modular buildings and remote and temporary workforce housing solutions, along with a digital marketplace for business-to-business crew travel management. We create value by providing differentiated solutions. We believe each customer and each project is unique and that we can tailor a combination of products and services that deliver an enhanced outcome. Our Way is to Create a Better Way – this is our challenge, our call to action, our why!

We believe that a clear strategic vision, with measurable objectives, along with disciplined accountability and data-based decision‑making leads to successful outcomes. When we couple this approach with our values‑driven, collaborative, safety conscious culture, we achieve top decile performance, deliver results, and have fun while doing it!

We offer careers, not jobs, and we strive for an environment where the best people come to work and feel rewarded for their contributions. We are a team of the best and the brightest in industry, and since our inception, we have led with a people‑first approach. We give our employees ample opportunity to pursue their interests and passions and support them as their careers progress.

Black Diamond Group’s CEO Office department has a full‑time position for Executive Assistant.

This role is hybrid – in‑office with 20% flexibility to work from home.

Reporting to the Chairman & CEO, the Executive Assistant will work closely with the CEO’s U.S. based Executive Assistant and other support staff of the CEO Office to provide high‑level administrative, business process, and personal scheduling related support to the CEO. This is not a traditional administrative role – it is a critical, strategic position central to the smooth and effective operation of a fast‑paced, rapidly evolving multi‑national CEO Office. Your ultimate objective is to enable the CEO to focus on the priorities that matter most to moving the business forward and minimizing the noise around the edges.

Success in this role hinges on your ability to quickly grasp how the business operates, understand key systems and stakeholders, and anticipate the CEO’s and CEO office team needs. The more deeply you understand the business and the CEO’s leadership style, the more impact you’ll have – by creating time and space for the CEO to successfully execute strategic initiatives and critical decision processes.

This role requires collaboration and the ability to prioritize competing demands, run an efficient office, and ensure the CEO’s time is spent on the highest‑value opportunities and most critical issues. The environment is fast‑moving, intense, and ever‑changing, but it is also highly‑rewarding, professional, respectful, and the epicenter of the Company’s drive, strategy, pace, tone, and direction. If you find this type of environment exhilarating – and the chance to work with a high‑performance, successful team – then this position will be your opportunity of a lifetime.

Responsibilities

• Maintain and respect the confidentiality of the CEO Office and Board, at all times.
• Collaborate with the CEO’s U.S. based EA to divide and conquer the workload in an effective way – the two of you will be ever‑aligned and operating as one efficient support system to the CEO.
• Effectively manage the coordination of annual processes, which are led by the CEO office, including the strategic planning process, executive compensation process, board and committee meetings, public markets engagement, investor and analyst conferences and related period end processes.
• Support with major corporate events and public speaking engagements, collaborating with the Corporate Communications & Events team including the annual executive and Board off‑sites, monthly accountability meetings, and employee engagement events.
• Interact with Board Directors, Executive officers, and key stakeholders - including political, public sector, business, and indigenous leaders.
• Maintain a professional business environment which requires appropriate dress, respect and manners.
• Be available for an in‑person work environment and able to work flexible work hours with occasional long days which may include holidays, weekends and occasional travel.
• Manage ever‑changing priorities of the CEO Office which includes organizing and preparing the daily schedule and meetings in alignment with business priorities, all relevant documentation required for meetings, follow‑up after meetings to take on action items.
• Support with email inbox management for the CEO with the objective of ensuring timely responses from the Office of the CEO, but also to inform yourself on the CEO’s current business priorities to inform how you’re support and what you’re prioritizing.
• Coordinate with other CEO office team members for accounting and forecasting requirements, capital allocation and major bids approvals.
• Assist in coordinating mergers and acquisitions projects with the CEO’s Strategic Transactions Team
• Scheduling and calendar management.
• Organize all CEO and Board Directors travel arrangements and logistics.
• Support with communications for the CEO, which includes mail, email, phone calls, letters, etc.
• Update and maintain contacts in Outlook for the CEO, tracking external networking.
• Process CEO credit card expenses in Concur on a monthly basis.
• Support CEO in management of SuccessHub workflow approvals.
• General administrative support of the CEO Office including, but not limited to document management and filing, binder preparation, printing, binding, etc.
• Provide assistance on an ongoing basis to assist with personal arrangements to ensure maximum time efficiency of the CEO.
• Manage special projects as assigned by CEO, and other duties as required.

Qualifications

• Completed post‑secondary education in a related field (i.e. Business Administration Studies)
• 5 years minimum of demonstrated experience supporting a senior level executive
• Proficiency in both a Windows and Mac environment
• Advanced proficiency with the Microsoft Suite (Outlook, Word, Excel, PowerPoint, OneNote)
• Knowledge of cloud‑based solutions considered an asset (i.e. Diligent, Concur, SAP, SignNow)
• Exceptional organization and time management skills are essential
• Ability to adapt and handle daily pressures of competing priorities, tasks and requirements
• Exceptional attitude and positive outlook
• Valid driver’s license for business purposes

For more information, please visit www.BlackDiamondGroup.com

We are an Equal Opportunity Employer

Black Diamond Group Limited is committed to diversity, equal opportunity and ensuring that our employees have the ability to thrive in an inclusive environment. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, marital status, family status, veteran status, Indigenous status, national origin, age, disability or any other legally‑protected factors. Accommodation for applicants with disabilities is available upon request during the recruitment process.

Company: Black Diamond Group