Executive Assistant - Head Office

AutoCanada; Edmonton; On-site; CAD 70,000 - 95,000; Full time

Benefits offered by this job

Competitive compensation

Vehicle purchase & service plans

Company events & contests

Employee assistance programs

Professional development

Job summary

AutoCanada in Edmonton is seeking an Executive Assistant to support the COO and senior leadership in a fast-paced, onsite role. You will coordinate strategic initiatives, manage complex calendars across time zones, arrange travel, and prepare confidential briefs using AI-assisted drafting.

This position requires at least five years of senior executive support, governance and board exposure, and a proactive, tech-savvy mindset.

Qualifications

• Proven ability to independently manage and track multiple projects and competing priorities, driving deliverables forward.
• Hands-on experience using Generative AI tools to automate workflows and draft documents.
• Minimum of 5 years of senior executive support to C-suite executives in fast-paced environments.
• Direct experience managing Board logistics, governance reporting, and key partner communications.
• Adept at adopting new software, cloud tools, and digital productivity platforms.
• Automotive industry experience is a strong asset.
• Diploma or degree in Business Admin, Project Management, Office Admin, or related field.
• High emotional intelligence and discretion with confidential information.

Responsibilities

• Executive Project Management: lead and track strategic initiatives for the COO and cross-functional teams.
• AI-driven operations: leverage AI to streamline calendars, travel, and expense reporting.
• Stakeholder liaison: coordinate with COO, leadership, Board, OEM partners, and external stakeholders.
• Proactive risk & priority management: anticipate needs, track deadlines, and push high-visibility initiatives.
• Governance orchestration: coordinate Board/leadership meetings, minutes, actions, and follow-ups.
• Content engineering: prepare presentations and briefs with AI-assisted drafting and data visuals.
• Legal/regulatory collaboration: manage digital signatures, notary logistics, and governance documents.

Skills

Project management

AI proficiency

Executive support

Governance support

Tech-savvy

Automotive knowledge

Education

Business Administration

Project Management

Office Administration

Tools

ChatGPT

Copilot

Gemini

Job description

Join the Ride!

Position: Executive Assistant

Location: In office, Edmonton, AB

Classification: Full-Time, Immediate Hire, Onsite

Salary: to be discussed

Your area of focus.

AutoCanada offers a fast-paced, high-impact environment within a nationally scaled, performance-driven automotive organization. This role is ideal for a highly organized, proactive professional who thrives on supporting senior leadership while keeping day-to-day operations running smoothly.

What drives your day-to-day?

• Executive Project Management: Lead, track, and execute strategic executive initiatives, key organizational priorities, and cross-functional projects on behalf of the COO using formal project management methodologies.
• AI-Driven Operations & Efficiency: Leverage enterprise AI tools and automation to streamline executive workflows, optimize complex multi-time-zone calendar scheduling, coordinate travel itineraries, and process expense reporting.
• Stakeholder Management & Liaison: Serve as a trusted liaison between the COO, senior leadership, Board members, governing bodies, OEM partners, and external stakeholders, driving project alignment and accountability.
• Proactive Risk & Priority Management: Anticipate executive needs by proactively tracking deadlines, identifying operational bottlenecks, and driving follow-ups across high-visibility initiatives.
• Meeting & Governance Orchestration: Coordinate leadership, Board, and OEM partner meetings, using digital tools and AI platforms for agenda creation, rapid transcript/minute generation, action-item tracking, and post-meeting execution.
• Document & Content Engineering: Prepare high-impact presentations, strategic briefs, and official correspondence using AI-assisted drafting and data visualization tools, maintaining strict accuracy and confidentiality
• Legal & Regulatory Execution: Collaborate with Legal to manage digital signatures, notary logistics, and execution of governance documents, ensuring full compliance with provincial regulators.

What are the must haves?

• Project & Priority Management: Proven ability to independently manage and track multiple projects and competing priorities, proactively driving deliverables forward, resolving issues, and ensuring successful outcomes through strong organization, resourcefulness, and follow-through.
• Advanced AI Proficiency: Demonstrated, hands-on experience utilizing Generative AI tools (e.g., ChatGPT, Copilot, Gemini) and prompt engineering to automate workflows, analyze data, and accelerate document preparation.
• Senior Executive Support: Minimum of 5 years of experience providing high-level support to C-suite executives, preferably within a fast-paced corporate environment.
• Governance & Board Experience: Direct experience managing Board of Directors logistics, governance reporting, and high-level partner communications.
• Tech-Savvy & Resourceful: Exceptionally adept at adopting new software, cloud collaboration platforms, and digital productivity tools to drive operational excellence.
• Industry Context: Previous automotive industry experience is considered a strong asset.
• Education: Diploma or degree in Business Administration, Project Management, Office Administration, or a related field.
• Professional Competencies: High emotional intelligence, discretion with confidential data, resilient problem-solving skills, and exceptional written and verbal communication abilities.

The Perks.

• Competitive Compensation andBenefitsPackage
• Employee Vehicle Purchase & Service Plans
• Company-wide appreciation events and contests throughout the calendar year
• Employee and Family Assistance Programs
• Professional development and the opportunity to grow your career

And those are just the basics. We strive every day to create a workplace culture that embraces diversity and inclusivity, ensures fairness and equal opportunities, and fosters a sense of belonging for all Team Members.

As an equal opportunity employer, we actively support everyone in expressing themselves and reaching their full potential.

Can you picture yourself here already?

We hope so. It’s equally important that you choose us as we choose you. Take a sneak peek at what we think makes this one of the best workplaces around.

Our commitment extends to reaching out to individuals from various backgrounds and identities. We do not discriminate based on gender identity, race, national origin, ethnicity, religion, age, sexual orientation, marital or family status, or mental/physical disabilities. At AutoCanada, we want every candidate to have an equal opportunity to showcase their skills. We welcome applications from individuals of all backgrounds, identities, and abilities. If you require accessibility accommodations at any point during your application process, please let our team know so we can support you.

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