Executive Assistant

We’re looking for our next rockstar team member (otherwise known as a part-time Executive Assistant) to join our team. The Executive Assistant is the administrative support person for the President and the Leadership Team.

This is a key role in the success of our boutique Architectural Design firm, and we are looking for the best of the best! The main role will be ensuring the President and Leadership team is as effective and efficient as possible by proactively anticipating his/her needs for information, scheduling, and other requirements.

IS THIS POSITION FOR YOU?

You’ll play a key role in the future success of our organization as we continue to grow.

Who we’re looking for:

• Someone fun, personable, but also professional, self-motivated, and extremely organized
• 3+ years experience as an Executive Administrator / Coordinator, providing support to senior level management or relevant experience
• Sense of urgency, flexible, and thrives in a fast-paced environment with competing deadlines
• Adapt to change and navigate continuously shifting requirements
• Ability to work both independently and as part of a team
• Strong communication skills (written and verbal)
• Ability to manage multiple projects and priorities
• Exceptionally organized with superior attention to detail
• Highly proficient in MS Office and overall embrace technology as a tool.
• Resourceful, a strategic thinker, and savvy problem solver
• Excellent interpersonal skills including customer service
• A Human Resources and/or Sales background would be considered an asset
• Must reside in Calgary

WHAT WILL YOU DO?

• Directly reporting to and working closely with the President, the Executive Assiatant's role includes, but is not limited to:
• Support the President and the Leadership team on a day-to-day basis on a large variety of administrative tasks
• Work closely with the President and the Leadership Team to keep them apprised of upcoming commitments, and work proactively to ensure all supporting documentation is gathered and provided in advance so they are fully prepared
• Maintain communication between internal and external contacts, serving as the liaison for the President and the Leadership Team as required
• Strategically manage President's calendar, including long-term planning and anticipation of upcoming events, strategic time blocking for critical planning and work activities
• Prioritize conflicting needs, sometimes with shifting priorities. Determining best course of action, sometimes with minimal direction.
• Research, prioritize, and follow up on incoming items addressed to the President
• Manage day-to-day priorities for the Leadership team, including coordinating all internal/external meetings and travel
• Compiles supporting documentation for all meetings
• Process incoming and outgoing correspondence including phone calls, mail, email, couriers, and direct appropriately
• Handle confidential and sensitive information appropriately.
• Facilitate and manage new hire orientation and onboarding
• Record and prepare meeting agendas and minutes
• Manage and organize all internal team initiatives including mentorship, learning sessions, culture-building, and other HR initiatives.
• Maintain office environment including set up and take down for client meetings, ordering office supplies, ensure operation and maintenance of office equipment
• Communication with IT to troubleshoot issues as required
• Prepare expense reports.
• Support the Finance Controller with administrative duties related to finance including, but not limited to Invoicing, A/R, A/P and Collection.
• Develop processes and procedures to further enhance the delivery of the Executive Assistant function
• Other tasks and duties as assigned.

YOUR WORK ENVIRONMENT

• Work hours are fairly flexible within normal business hours, but may be required to do some work in the evenings or outside normal working hours on occasion
• Availability to work remotely as well as in in a busy, open area office which may result in interruptions.

WHAT'S IN IT FOR YOU?

We thrive on the challenge to be our best and progressive thinking to keep growing.

• Ability to have a lasting impact on our teams' and clients' lives
• Work in a dynamic, collaborative, progressive environment with a high-performing team
• The opportunity to learn, grow, and do challenging work
• Flexibility to work in a hybrid environment (remote and in-office) with flexible hours which promotes work-life balance

Job Types: Full-time, Part-time

Salary: $20.00-$48.00 per hour

Benefits:

• Casual dress
• Company events
• Flexible schedule

Schedule:

• Monday to Friday

Application question(s):

• Do you currently live in Calgary?
• How many years of experience do you have working in fast-growing small to medium size business environment?
• How do many years of experience do you have specifically as an Executive Assistant (does not include administrative assistant experience)?

Experience:

• Executive Assistant: 5 years (required)

Work Location: Hybrid remote in Calgary, AB