IT Executive Assistant

Career Opportunity

The Calgary TELUS Convention Centre is seeking a proactive and resourceful IT Executive Assistant to support the Director, IT and Cyber Security while also handling IT operations and managing various technical tasks. This individual will provide executive-level administrative assistance while managing IT-related responsibilities such as coordinating technology procurement, troubleshooting, and supporting IT projects. The role requires strong technical knowledge, excellent organizational skills, and the ability to manage both administrative duties and hands-on IT tasks.

Duties and Responsibilities

Executive Support:

1. Provide high-level administrative support to the IT Director, including managing calendars, scheduling meetings, and handling travel arrangements.
2. Assist in preparing presentations, reports, and documentation for IT meetings, board meetings, and other executive-level communications.
3. Serve as the point of contact for IT executives for internal and external inquiries, communications, and follow-up tasks.

IT Operations Management:

1. Technology Procurement & Asset Management: Oversee the procurement process for hardware, software, and IT services. Manage inventory of IT assets, track and update system configurations, and ensure proper maintenance of all technology equipment.
2. IT Troubleshooting & Support: Assist in diagnosing and resolving hardware, software, and network issues for internal users/clients. Provide technical assistance to IT staff and clients when needed, including setting up workstations and ensuring systems are operating smoothly.
3. Software & Hardware Maintenance: Ensure that all hardware and software across the organization are regularly updated, patched, and compliant with security standards. Work with IT staff to schedule maintenance and upgrades for systems and infrastructure.

Project Management:

1. Collaborate with IT Director to help coordinate IT projects, from planning to execution. Track project timelines, resources, and ensure milestones are met.
2. Maintain project documentation, update stakeholders on project status, and communicate with relevant departments to ensure alignment.

Documentation & Reporting:

1. Assist in creating and maintaining IT documentation, including system configurations, network diagrams, and troubleshooting guides.
2. Monitor and update status reports, budgets, and timelines for ongoing IT projects and operational tasks.

Vendor Management:

1. Coordinate with third-party vendors and service providers, managing contracts, renewals, and service agreements for IT-related products and services.
2. Oversee the resolution of any vendor-related issues, including support tickets, technical escalations, and procurement concerns.

Security & Compliance Support:

1. Help maintain IT security measures by assisting in implementing protocols for access control, data protection, and network security.
2. Assist in managing employee access to IT systems, including configuring user accounts, password resets, and multi-factor authentication (MFA) setups.

Meeting Coordination & Communications:

1. Organize IT department meetings, prepare agendas, take meeting minutes, and ensure that action items are followed up on.
2. Communicate IT updates, issues, and priorities to relevant stakeholders, ensuring that they are well-informed about ongoing and upcoming IT initiatives.

Job-Related Skills

1. Solid understanding of IT infrastructure, including operating systems, hardware, software, and network components.

Core Competencies

1. Analytical Thinking– Coordinates the information gathering and reporting process. Reviews trends and compares to expectations. Conducts research to define problems and prepares responses to anticipated questions. Prioritizes multiple issues and opportunities. Identifies relationships and linkages within several information sources. Anticipates issues that are not readily apparent on the surface. Identifies root causes and effects. Defines priorities within performance objectives. Reports and identifies areas that need guidance in order to resolve complex issues. Anticipates the possible outcome of potential solutions.
2. Problem Solving – Applies problem-solving methodologies and tools to diagnose and solve operational and interpersonal problems. Determines the potential causes of the problem and devises testing methodologies for validation. Shows empathy and objectivity toward individuals involved in the issue. Analyzes multiple alternatives, risks, and benefits for a range of potential solutions. Recommends resource requirements and collaborates with impacted stakeholders.
3. Information Systems Knowledge – Resolves escalated problems of technical support. Identifies root causes. Sets up and integrates new and enhanced information systems. Identifies customer needs and determines the appropriate approach to apply and ensure resolution. Solicits the input of appropriate technical experts and managers as required.
4. Thoroughness – Demonstrates operational agility. Uses organizational systems that result in multiple critical activities to be identified and completed on time. Renegotiates priorities as necessary. Puts systems in place and uses them to monitor and detect errors and problems. Tests and inspects outputs and applies quality checks prior to work submission.

Education

1. Bachelor’s degree in Information Technology, Computer Science, Business Administration, or a related field (or equivalent experience).

Experience & Assets

1. Familiarity with project management tools and IT service management (ITSM) software.
2. Experience with office productivity tools (Microsoft Office Suite).

Core Company Success Traits

The Calgary TELUS Convention Centre:

1. Is Calgary’s meeting place, bringing the community together in a central hub to connect, learn, innovate, celebrate, support, and grow.
2. Connects Calgary with the global community, leveraging our assets to create opportunities that impact the lives of Calgarians and Canadians.
3. Takes pride in our city and in delivering Calgary’s message of hospitality, prosperity, and enlightened growth to countless visitors.
4. Is honoured to promote Calgary to the world and to host hundreds of events each year.
5. Is responsible for promoting Calgary by working with partners to build Calgary’s reputation as the destination of choice.
6. Is committed to providing our guests and employees with a productive, comfortable, sustainable environment.

As a registered Living Wage Employer in the Province of Alberta, we are committed to paying our employees a living wage, allowing them to meet basic living needs and participate in their communities.

The Convention Centre offers a comprehensive salary and benefits program that includes life and dependent life insurance, short and long-term disability, health, and dental benefits, travel medical emergency insurance, flexible spending account, employee assistance program, pension plan, flex and bonus hours, wellness programs, educational opportunities, and access to a fitness center.

Individuals interested in applying for this position can apply by submitting a resume and cover letter online at https://calgary-convention.com/careers/. This is an internal/external job posting and will close by 12:00 PM, April 25, 2025. We thank all applicants for their interest,however, only those selected for an interview will be contacted.