Executive Assistant - Head Office

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

Benefits offered by this job

Competitive compensation package

Employee vehicle purchase & service

Professional development

Employee assistance programs

Job summary

AutoCanada is seeking an Executive Assistant to the Chief Operating Officer to support senior leadership and keep day-to-day operations running smoothly. This in-office role is based in Edmonton, AB, full-time and onsite, with a strong emphasis on discretion and confidentiality.

You will manage complex calendars across multiple time zones, coordinate leadership and Board meetings, prepare agendas and briefing materials, arrange travel and expenses, coordinate with legal and governance teams, and

Qualifications

• 5+ years of experience supporting senior executives in a fast-paced environment.
• Automotive industry experience is preferred.
• Experience handling confidential information with discretion and integrity.

Responsibilities

• Provide high-level executive support to the COO, including complex calendar management across multiple time zones, meeting coordination, travel arrangements, and expense reporting.
• Coordinate leadership, Board, and governance meetings; prepare agendas, minutes, and briefing materials with accuracy and professionalism.
• Collaborate with Legal to manage governance and confidential documents, including signatures and notaries.
• Support updates, reporting, and communications with governing bodies and provincial regulators.
• Lead planning of the Chairman’s Program, vendor coordination, and event logistics.

Skills

Executive support

Calendar management

Board/governance liaison

Travel coordination

Communication & discretion

Proactive problem solving

AI for business

MS Office

Education

Diploma or degree in Business Administration or related field

Job description

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.

As the Executive Assistant to the Chief Operating Officer, you will play a critical role in enabling executive effectiveness by managing priorities, communications, and logistics. You will work closely with internal teams, governing bodies, and external partners, exercising discretion, sound judgment, and exceptional attention to detail while leveraging technology in a highly visible position.

What drives your day-to-day?

• Provide high-level executive support to the Chief Operating Officer, including complex calendar management across multiple time zones, meeting coordination, travel arrangements, and expense reporting.
• Anticipate executive needs by proactively managing priorities, deadlines, and follow-ups across multiple initiatives.
• Serve as a trusted liaison between the COO, senior leaders, Board members, governing bodies, OEM partners, and external stakeholders.
• Manage executive projects and activities supporting key organizational priorities, strategic initiatives, and operational effectiveness.
• Prepare and review agendas, presentations, correspondence, and briefing materials with a high degree of accuracy, professionalism, and confidentiality.
• Coordinate leadership, Board, OEM, and high-level partner meetings, including agenda preparation, minute-taking, action tracking, and follow-up.
• Coordinate with Legal to manage execution of legal, governance, and confidential documents, including signatures and notaries.
• Support updates, reporting, and communications with governing bodies and provincial regulators.
• Lead planning and coordination of the annual Chairman’s Program, including performance tracking, communications, vendor coordination, and event logistics.

What are the must haves…

• Previous automotive experience is an asset, and Executive Assistant experience a must.
• Diploma or degree in Business Administration, Office Administration, or a related field.
• Experience working with board of directors management
• Familiar and comfortable working with AI for business and exceptionally resourceful while using technology.
• Minimum of 5 years of experience supporting senior executives, preferably within a corporate or fast-paced environment.
• Ability to self-govern, resilient and solution oriented.
• Proven ability to manage competing priorities with accuracy, discretion, and sound judgment.
• Exceptional written and verbal communication skills with a professional and polished approach.
• High level of integrity with demonstrated experience handling sensitive and confidential information.

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. AutoCanada is committed to collaborating with and providing reasonable accommodations to individuals with disabilities. If you need accommodation during the recruitment process, please inform your recruiter.