Executive Assistant, Corporate Services

Alberta Innovates; Edmonton; On-site; CAD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to provide vital administrative support to their Finance, People & Culture, and Corporate Services teams. This full-time role is based in Edmonton and involves managing executive schedules, coordinating projects, and fostering positive relationships with internal and external stakeholders. The ideal candidate will possess strong organizational and communication skills, with a proven ability to manage multiple priorities in a dynamic environment. Join a forward-thinking organization that values employee development and offers a comprehensive benefits package to promote work-life balance.

Benefits

Strong benefits package

Generous vacation

Paid time off programs

Opportunities for skill development

Qualifications

• Demonstrated related experience in a senior administrative capacity.
• Ability to balance multiple priorities in a fast-paced environment.

Responsibilities

• Manage executive schedules and coordinate activities with stakeholders.
• Prepare presentations, reports, and correspondence for various audiences.

Skills

Administrative Support

Time Management

Communication Skills

Problem Solving

Organizational Skills

Education

Diploma from a recognized Business or Technical School

Tools

Microsoft Office Suite

Dynamic 365

Job description

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Alberta Innovates is seeking an Executive Assistant to provide executive administrative support for our Finance, People & Culture and Corporate Services teams. This role supports the respective Vice Presidents, Associate Vice Presidents and Executive Directors and enables achievement of corporate and operational goals.

This is a full-time position to be based in our Edmonton Development & Research Park (south side location).

Are you our next Executive Assistant? You would be a good fit for this position if you:

• Are resourceful, creative, and forward thinking; always looking to tackle new challenges
• Enjoy building positive and productive networks and working relationships
• Are effective at working independently to solve problems and make decisions while working with corporate executives and directors

We are game changers

Alberta Innovates is a provincially funded corporation with a mandate to deliver 21st-century solutions for the most compelling challenges facing Albertans. We do this by building on our province’s research and technology development strengths in the core sectors of health, environment, energy, food and fibre, and platforms such as artificial intelligence, nanotechnology and omics. We are working with our partners to diversify Alberta’s economy, improve our environmental performance and enhance the well-being of Albertans through research and innovation.

Our subsidiary, InnoTech Alberta, offers a diversified range of scientific engineering and technological research and testing capabilities, and the facilities to support technology scale-up. Our multidisciplinary team has the depth of experience to work across all sectors, from energy to health to food and fibre. InnoTech Alberta offers you access to research talent, technical expertise, and unique facilities that can help accelerate technology development that serves both the private and public sector.

Intrigued? Here’s some more information about the position:

The incumbent will be responsible for, but are not limited to:

• Manages the executive’s overall schedule, engaging with internal and external stakeholders to coordinate activities, meetings, and other engagements
• Work with Vice President, Associate Vice Presidents, Executive Directors and other stakeholders to coordinate and provide administrative support on major projects and initiatives
• Answer routine/non-routine questions, obtain and furnish information to support optimalteam performance and to maintain a positive brand reputation with stakeholders.
• Foster clear communications with internal and external clients that enables coordinated, high quality and timely response to business requirements and positive relationships.
• Prepares routine and ad hoc presentations, reports, briefs, and other correspondence for internal and external audiences
• Organize all meeting details (booking rooms, agenda preparation, minute taking, catering, communication with attendees, and set up).
• Prepare domestic and international travel arrangements, including flights, accommodations, itineraries, and submission of travel requests.
• Ensure all records, paper and electronic files are filed and comply with Alberta Innovates Records Management Policies.
• Supports financial processes including budgeting, approvals, forecasting, expense management, and contract administration
• Ensure all communication is handled with discretion and due diligence.
• Assist department staff with deadlines, email replies, and actions; prepare advance briefs.
• Act as peer coach and mentor for other administrative roles in the enterprise.
• Collaborate on joint projects with other Executive Support personnel.

Qualifications and skills we are looking for:

• Minimum Diploma from a recognizedBusiness or Technical School.
• Demonstrated related experience in a senior administrative capacity, .
• Ability to balance multiple priorities for self, supervisor and colleagues to ensure effective time management in a fast-paced environment, where there are tight deadlines and significant interruptions.
• Ability to work in team environment, foster productive relationships, and build networks internally and externally
• Proven skills communicating effectively in writing, orally, and through presentations
• Ability to problem solve and make decisions using good judgment with little to no guidance.
• Must be able to maintain a high degree of confidentiality and professionalism.
• Strong organizational skills and attention to detail.
• Demonstrated understanding of administrative/office management principles and practices and record keeping practices.
• Demonstrated proficiency with various computer platforms with preference for advanced competency in Microsoft Office Suite & Dynamic 365.
• Preferably with prior experience working with corporate executives and directors
• Driver’s License and ability to travel between sites.
• Proficiency with the English language.

Why Alberta Innovates?

We offer our employees opportunities to work on projects that will expand their skill sets while witnessing the visible impacts of their efforts. We value the development of our employees and create opportunities for working in capacities that allow new skills to be learned. We know that the wellness of our team is the most important part of our business, so we offer a strong benefits package and generous vacation and paid time off programs to promote work-life balance.

The final candidate will be required to undergo a security clearance and provide credible references. Interested and qualified candidates are encouraged to apply immediately. This competition closes on May 18, 2025.

ALBERTA INNOVATES IS COMMITTED TO THE PRINCIPLE OF EQUITY IN EMPLOYMENT AND ENCOURAGES APPLICATIONS FROM ALL QUALIFIED INDIVIDUALS. WE WISH TO THANK ALL APPLICANTS FOR THEIR INTEREST. HOWEVER, ONLY THOSE INVITED FOR AN INTERVIEW WILL BE CONTACTED.