Executive Assistant, Chief Operating Officer (Insurance)

Alberta Motor Association; Edmonton; On-site; CAD 70,000 - 95,000; Full time

Benefits offered by this job

Competitive salary

Flexible benefits

Employer-paid retirement savings

Employee discounts

Job summary

Alberta Motor Association is seeking an exceptionally organized Executive Assistant to support the Chief Operating Officer, Insurance. You will manage calendars, prepare meeting material, and coordinate cross-functional communications to keep priorities aligned.

The role emphasizes confidentiality, discretion, and proactive problem-solving. You will build relationships across the organization, improve administrative workflows, and leverage AI tools to increase efficiency while maintaining

Qualifications

• Certificate or diploma in Business Administration or equivalent.
• Experience providing senior-level administrative support to executives.

Responsibilities

• Proactively manage the COO’s calendar and meetings with agendas and minutes.
• Prepare background information for meetings and ensure follow-up actions.
• Proofread, edit and format documents with high accuracy.
• Apply project-management discipline to track milestones and dependencies.
• Code and track invoices and review management expenses.
• Coordinate travel arrangements and filing systems.
• Suggest improvements to admin processes, including AI and automation.

Skills

Executive support

Calendar management

AI tools awareness

Microsoft 365

Adobe Acrobat

Visio

Education

Business Administration certificate/diploma

Office Assistant program

Tools

Microsoft 365 Office Suite

Adobe Acrobat

Visio

Job description

YOU KEEP LEADERS FOCUSED, TEAMS CONNECTED, AND WORK MOVING.The OpportunityAre you an exceptionally organized professional who thrives on bringing clarity to busy schedules, competing priorities and important work? As AMA’s Executive Assistant, Chief Operating Officer (COO), Insurance, you’ll provide trusted executive, administrative and program support to the COO and Insurance leadership team, helping the department operate efficiently and stay focused on what matters most.This is more than a traditional administrative support role. You’ll be a proactive partner in keeping priorities organized, leaders prepared and commitments moving forward. You’ll anticipate needs, coordinate information and follow-up, and create capacity for the COO and Insurance leadership team to focus on strategic priorities and decision-making.In this highly visible role, you’ll work closely with the COO and Director, Communications and Administration, and interact regularly with employees and leaders across the organization. Because you’ll be trusted with sensitive and confidential information, success requires exceptional professionalism, sound judgment, and discretion.The Team You’ve Been Looking ForAMA 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, from roadside safety and retail savings to food security and childhood well-being. And with operations spanning 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 salary and flexible benefitsEmployer-paid retirement savings programEmployee-exclusive discounts on travel, insurance, memberships and moreFree travel medical insurance for you and your immediate familyOngoing professional developmentPaid vacation and personal days, including a Volunteer Day and Me DayFlexible work models that make sense for your lifestyleFor us, curiosity fuels innovation. We value people who are eager to explore new ideas and put emerging technologies into practice. Experience with AI-powered tools such as ChatGPT, Copilot and similar platforms is a real plus, especially when it’s used to work smarter, increase efficiency and find better ways to get things done.Who You AreYou’re the hub that others count on to bring order and clarity to a busy environment, with relentless follow-through that keeps commitments, people and priorities moving.You anticipate what leaders will need, from information and preparation to scheduling, logistics, and additional support, and take action before you’re asked.You notice when information, ownership or next steps are unclear and know when to resolve, clarify or escalate to keep work moving.You manage competing priorities with calm, sound judgment, and unwavering accuracy, even when timelines are tight.You are digitally savvy and constantly look for practical ways to improve administrative processes, information flow, and workflow.You build strong relationships across the organization and are resourceful and independent while collaborating effectively with others.You have a sharp eye for detail and take pride in producing polished, accurate work.How You’ll Make an ImpactProactively manage the COO’s calendar in line with established priorities, assess incoming requests, and coordinate meetings, agendas, materials, and minutes.Proactively prepare the COO for meetings and commitments by organizing relevant background information, identifying missing information, and ensuring that required follow-up is captured.Proofread, edit and format documents with a high degree of accuracy and professionalism.Apply strong project-management discipline to executive and administrative work by building workback plans, tracking milestones and dependencies, following up with owners, and flagging risks or gaps that require attention.Code and track invoices, complete monthly expense claims and review management expenses for accuracy and completeness.Serve as a key administrative point of coordination among Insurance leaders, internal business units, project teams and external partners, ensuring information, requests and follow-up reach the right people.Coordinate travel arrangements and maintain organized information and filing systems.Recommend practical improvements to administrative processes, information management, and executive workflows, including opportunities to use AI, automation and other tools to improve efficiency and implement approved changes in partnership with the Director, Communications and Administration.What You Bring to the TableA certificate or diploma in Business Administration, completion of a recognized Office Assistant program, or an equivalent combination of education and experience is preferred.Progressive experience providing senior-level administrative or executive support, ideally to an executive or leadership team.Advanced proficiency with Microsoft 365 Office Suite and demonstrated ability to use AI-powered tools, as well as experience using Adobe Acrobat and Visio.Superior written and verbal communication skills, with the ability to tailor information for different audiences and communication channels.Impeccable organization and time-management skills.Demonstrated resourcefulness, initiative, and the ability to work independently.Exceptional interpersonal skills and the ability to build and maintain strong working relationships.A consistent commitment to executive-level confidentiality, integrity, and professionalism.Belonging Matters HereAMA 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.