Executive Assistant - Business Development & Marketing

Alberta Petroleum Marketing Commission; Calgary; On-site; CAD 70,000 - 90,000; Full time

Job summary

A provincial government agency in Calgary is seeking an Executive Assistant to support the VP of Business Development & Marketing. The role involves managing schedules, providing administrative support, and coordinating with internal teams. Ideal candidates will have 5-7 years of experience working with executives and a background in the oil and gas industry. Strong organizational and communication skills are required for success in this high-energy environment.

Qualifications

• 5-7+ years of experience working with C-Suite Executives.
• Familiarity with BD & Marketing preferred.
• Experience within oil and gas commercial business is highly valued.

Responsibilities

• Strategically manage the calendar of the VP, BD & Marketing.
• Provide senior administrative support to the VP, BD & Marketing.
• Assist with overall administrative activities related to the BD & Marketing team.

Skills

Organizational skills

Time management

Communication skills

Interpersonal skills

Education

Advanced education in business administration

Tools

Microsoft Office Suite

Job description

Position Title: Executive Assistant

Location: Calgary, Alberta

Reporting to: Chief of Staff and VP, Business Development & Marketing

Key Areas of Accountability and Responsibility

Executive Support to the VP, BD & Marketing

• Strategically manage the calendar of the VP, BD & Marketing by establishing scheduling priorities, considering long-term planning, anticipating key events, strategically blocking time for critical planning activities, and ensuring the calendar is used to its maximum potential.
• Ensure that the VP, BD & Marketing is well informed regarding itineraries, venues, and meeting participants, and proactively gather and review supporting information in advance to ensure the VP is fully prepared.
• Provide senior administrative support to the VP, BD & Marketing, including preparing agendas and minutes, scheduling strategic matters, and proactively reviewing incoming emails and correspondence to ensure action items are prioritized, tracked and addressed with discretion or direction from the Chief of Staff.
• Document and maintain an ongoing work plan for key responsibilities, deliverables, and deadlines.
• Plan, organize, and develop material for the VP, BD & Marketing’s team meetings and manage an annual cycle for communications and updates to meet deadlines for deliverables.
• Ensure that the VP, BD & Marketing’s action items are prioritized and addressed promptly through appropriate discretion or direction from the Chief of Staff.
• Ensure action items originating from the VP, BD & Marketing are undertaken and completed in a timely fashion using effective project management practices and a solution-centric approach.

Supporting the Business Development & Marketing team

• Assist with overall administrative activities related to the BD & Marketing team, including goal setting, performance reviews, work schedules, and workspace organization.
• Plan and manage activities to support the BD & Marketing team in the development, monitoring, and reporting of annual portfolio priorities, budgeting, and other key management accountabilities.
• Provide administrative coordination for the BD & Marketing team, including compilation, editing, and formatting of presentations, materials, and reports; assist with developing agendas and follow-up coordination.
• Aid in the development of presentations, research, and briefing notes.
• Assist in coordination and setup of meetings with multiple internal and external stakeholders, scheduling based on time sensitivity and arranging venues and IT as required.
• Ensure the effective management of confidential and highly sensitive information.
• Develop and maintain knowledge of APMC policies, procedures, and guidelines to foster strong working relationships with teams inside and outside BD & Marketing.

Administrative Leadership

• Provide initial drafts and edits of briefing materials for Board of Directors meetings.
• Work closely with the VP, BD & Marketing and Chief of Staff to keep them informed of upcoming commitments and responsibilities, following up appropriately.
• Coordinate BD & Marketing recruiting activities and manage onboarding with HR and the APMC Executive Support Team.
• Collaborate with the Executive Support Team for the offices of the Minister, Assistant Deputy Ministers, Executive Directors, and Directors to manage schedules and administrative deliverables.
• Coordinate the reconciliation and submission of monthly expense reports for the VP, BD & Marketing in compliance with APMC policies and procedures.

Special Project / Other Administrative Support

• Undertake a variety of projects with timely completion while working collaboratively. Projects may require research and the synthesis of complex data into reports for diverse audiences, including senior leadership, government, and Board of Directors.
• Periodically provide backfill for other administrative team members during absences and assist with organizational projects led by the Chief of Staff.
• Understand the APMC's structure, decision-making processes, and areas of jurisdiction to enable streamlined activities.
• Communicate proactively with the BD & Marketing Team and appropriate constituencies, and make judgments based on experience.
• Ensure that all written communications originating from the VP, BD & Marketing’s office and on behalf of the Chief of Staff demonstrate a high degree of professionalism.
• Establish and maintain collaborative relationships with staff and diverse constituencies, including private and public sector organizations and agencies at local, provincial, and federal levels.
• Establish processes for managing physical files and electronic information in compliance with filing and retention policies and procedures and organizational needs.
• Assist in preparing documents, reports, and presentations, including correspondence, document design, PowerPoint design, organization of key data, data gathering, and coordinating distribution of supporting documentation as required.
• Undertake self-managed projects identified by the VP, BD & Marketing or Chief of Staff ensuring timely and accurate completion.
• Provide support in organizing and coordinating first aid and fire warden duties, ensuring all employees receive training and certifications to respond effectively in emergencies.
• Coordinate the planning of meetings and events, including scheduling, booking rooms and equipment, catering, and travel arrangements for participants as necessary.
• Support the logistics involved in initiatives as defined by the VP, BD & Marketing.

Candidate Attributes, Professional Experience and Qualifications

The incumbent demonstrates an unwavering degree of the APMC values: performance, integrity, and collaboration. All APMC roles share the job competencies of adaptability, initiative, communication, interpersonal, results driven, and performance will be reflective of these competencies.

• Advanced education in business administration (diploma or degree) is considered an asset.
• Minimum of 5-7+ years of experience working with C-Suite Executives.
• Preference for candidates with familiarity with BD & Marketing.
• Direct work experience within the oil and gas commercial business with knowledge across commercial functional areas (Deal Capture, Contracts, Scheduling, Risk, Invoicing & Accounting) is highly valued. Exposure to other energy industry segments will contribute to success (natural gas, liquids, petrochemicals, foreign exchange, tax, legal, etc.).
• Strong attention to detail and the ability to manage efficiently in a fast-paced, multi-tasked environment with composure, positivity, and a calm demeanor.
• Proven organizational and time management skills.
• A resourceful, proactive teammate who adapts to changing priorities.
• Ability to apply discretion and autonomy to make decisions within defined parameters.
• Strong verbal and written communication skills.
• Excellent interpersonal skills and ability to work with different levels of the organization and leadership.
• Advanced proficiency with Microsoft Office Suite (Excel, Word, Visio, PowerPoint, Outlook, SharePoint).
• Excellent time management skills to ensure effective completion of day-to-day activities.
• Ability to handle multiple issues/tasks calmly while maintaining respect and integrity.
• Flexibility to work overtime, if required, to address urgent matters or tight deadlines.

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