Executive Assistant - Head Office

Autocanad; Edmonton; On-site; CAD 65,000 - 95,000; Full time

Benefits offered by this job

Vehicle purchase plan

Assistance programs

Professional development

Employee events

Job summary

AutoCanada seeks an experienced Executive Assistant to the Chief Operating Officer in Edmonton, AB. You will manage priorities, communications, and logistics to keep day-to-day operations running smoothly in a fast-paced automotive setting.

You will coordinate cross-functional projects, meetings, and governance processes, leveraging AI tools to enhance efficiency while upholding confidentiality and accuracy.

Qualifications

• Proven ability to independently manage and track multiple projects and priorities.
• Hands-on experience utilizing Generative AI tools to automate workflows and document prep.
• Minimum of 5 years of experience providing high-level support to C-suite executives.
• Direct experience managing Board logistics, governance reporting, and partner communications.
• Adept at adopting new software and digital productivity tools to drive efficiency.

Responsibilities

• Lead, track, and execute executive initiatives for the COO.
• Use AI tools to streamline workflows and manage complex calendars and travel.
• Coordinate meetings with leadership, Board, and OEM partners; track actions.
• Draft strategic briefs and presentations with confidentiality and accuracy.
• Collaborate with Legal on governance documents and notary logistics.

Skills

Project & Priority Management

Advanced AI Proficiency

Senior Executive Support

Governance & Board Experience

Tech-Savvy & Resourceful

Automotive industry context

Professional communication

Education

Diploma or degree in Business Administration, Project Management, Office Administration

Tools

ChatGPT

Copilot

Gemini

Cloud collaboration tools

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?

• 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.