Executive Assistant, Human Resources

AMA - Alberta Motor Association; Edmonton; On-site; CAD 65,000 - 90,000; Full time

Job summary

AMA - Alberta Motor Association is seeking an Executive Assistant to the Human Resources leadership team. You will coordinate calendars, prepare reports and ensure deadlines are met with discretion and professionalism.

This role requires five years of senior administrative experience, HR exposure is a plus, and strong skills with Microsoft Office and AI tools to boost efficiency. You’ll thrive in a fast-paced environment and help turn priorities into coordinated action.

Qualifications

• Five years of experience in a senior administrative support role.
• A certificate or diploma in Business Administration, completion of a recognized Office Assistant program, or an equivalent combination of education and experience is preferred.
• Previous Human Resources experience is considered an asset.
• Advanced proficiency with Microsoft Word, PowerPoint and Excel, AI, Sharepoint and MS Teams 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.
• A proven ability to manage competing assignments accurately in a deadline-focused environment.
• Exceptional interpersonal skills and the ability to build and maintain strong working relationships.
• A consistent commitment to executive-level confidentiality, integrity and professionalism.

Responsibilities

• Enable the Vice President, Human Resources and broader Human Resources leadership team by providing comprehensive administrative and program support.
• Manage busy calendars and work schedules, prioritize incoming meeting requests and coordinate meetings, agendas, handouts and minutes utilizing AI.
• Help ensure the Vice President is prepared for meetings and other commitments by reviewing invitations, information, and organizing related materials in advance.
• Proofread, edit and format documents with a high degree of accuracy and professionalism.
• Establish priorities and coordinate administrative workflows to ensure critical deadlines are met.
• Create workback plans, manage deadlines, track deliverables, commitments and outstanding issues through to completion.
• Code and track invoices, complete monthly expense claims and review management expenses for accuracy and completeness.
• Help verify timesheet reports as a delegate of the Vice President.
• Act as a liaison among Human Resources, internal business units, business leaders, project managers and external partners.
• Research designated topics and provide support on special projects.
• Coordinate travel arrangements and maintain organized electronic and paper filing systems.
• Recommend more efficient ways of working, help design and manage improved administrative processes and be a leader in information management.
• Represent the Human Resources department with professionalism, sound judgement and discretion in every interaction.

Skills

Communication skills

Time management

Organization

Discretion

Independent work

Education

Business Administration certificate/diploma

Tools

Microsoft Word

PowerPoint

Excel

AI tools

SharePoint

MS Teams

Adobe Acrobat

Visio

Job description

The Opportunity

Are you an exceptionally organized professional who thrives on bringing clarity to busy schedules, competing priorities and important work? As AMA’s Executive Assistant, Human Resources , you’ll provide trusted administrative and program support to the Human Resources 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 act as an enablement partner to the Vice President and Human Resources leadership team—creating capacity for leaders to focus on strategic priorities, improving how information and work move through the department, and help turn priorities into coordinated action.

In this highly visible role, you’ll keep people, priorities and possibilities moving forward, working closely with the Vice President, Human Resources and interacting regularly with employees and leaders across the organization. You’ll drive value by coordinating calendars and meetings, preparing reports, managing and tracking critical deadlines, enabling leaders by ensuring they have the information they need to make each meeting and obligation count.

Because you’ll be trusted with sensitive and confidential information, success in this role requires exceptional professionalism, sound judgement and discretion. You’ll bring calm to complexity, accuracy to every detail and a proactive approach that keeps work moving forward.

The Team You’ve Been Looking For

AMA 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 benefits
• Employer-paid retirement savings program
• Employee-exclusive discounts on travel, insurance, memberships and more
• Free travel medical insurance for you and your immediate family
• Paid vacation and personal days, including a Volunteer Day and Me Day
• Flexible work models that make sense for your lifestyle

For 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 Are

• You’re the hub that others count on to bring order, clarity and thoughtful coordination to a busy environment.
• You anticipate what leaders will need and take initiative to prepare schedules, materials and information before they’re requested.
• You manage competing priorities with ease, calm and unwavering accuracy, even when timelines are tight.
• You are digitally savvy and innovation-oriented, constantly looking for ways to upgrade processes and workflow.
• You understand that trust is earned through discretion, integrity and consistent follow-through.
• You communicate clearly and professionally with employees, senior leaders and external contacts.
• You’re resourceful and independent, but you also enjoy collaborating with people throughout the organization.
• You have a sharp eye for detail and take pride in producing polished, accurate work.
• You’re always looking for practical ways to improve processes and get things done more effectively.

How You’ll Make an Impact

• Enable the Vice President, Human Resources and broader Human Resources leadership team by providing comprehensive administrative and program support.
• Manage busy calendars and work schedules, prioritize incoming meeting requests and coordinate meetings, agendas, handouts and minutes utilizing AI.
• Help ensure the Vice President is prepared for meetings and other commitments by reviewing invitations, information, and organizing related materials in advance.
• Proofread, edit and format documents with a high degree of accuracy and professionalism.
• Establish priorities and coordinate administrative workflows to ensure critical deadlines are met.
• Create workback plans, manage deadlines, track deliverables, commitments and outstanding issues through to completion.
• Code and track invoices, complete monthly expense claims and review management expenses for accuracy and completeness.
• Help verify timesheet reports as a delegate of the Vice President.
• Act as a liaison among Human Resources, internal business units, business leaders, project managers and external partners.
• Research designated topics and provide support on special projects.
• Coordinate travel arrangements and maintain organized electronic and paper filing systems.
• Recommend more efficient ways of working, help design and manage improved administrative processes and be a leader in information management.
• Represent the Human Resources department with professionalism, sound judgement and discretion in every interaction.

What You Bring to the Table

• Five years of experience in a senior administrative support role.
• A certificate or diploma in Business Administration, completion of a recognized Office Assistant program, or an equivalent combination of education and experience is preferred.
• Previous Human Resources experience is considered an asset.
• Advanced proficiency with Microsoft Word, PowerPoint and Excel, AI, Sharepoint and MS Teams 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.
• A proven ability to manage competing assignments accurately in a deadline-focused environment.
• 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 Here

AMA 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.

AMA - Alberta Motor Association is a member-focused organization offering roadside assistance, travel, insurance, and driver education, dedicated to serving and supporting the Alberta community.