Elevated HR

  • Executive Assistant to the President & CEO

    ID 2018-1553
    Job Locations CA-Calgary
    # of Openings
    1
    Min. Exp. (Yrs)
    5
    Posted Date
    3 weeks ago(02/10/2018 11:53)
    Category
    Administrative/Clerical
  • Overview

    As the Executive Assistant, you are the closest individual to the President and CEO and are one of her top advisors. You will be responsible to ensure that the way her time is spent and the decisions she makes are optimal.  You have a view of her activities and the activities of the organization that gives you a unique vantage point to help provide perspective in the making of decisions.  You understand and recognize that in your role you are an extension of the brand of the President and therefore take pride in your energy, confidence, courtesy, drive and attention to detail. And above all, you understand the need for discretion and confidentiality.

    Qualifications

    • Minimum 5 years in an administrative or executive assistant role, preferably having reported to a senior executive
    • Excellent at managing and supporting external stakeholders
    • Highly competent in Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook. The ideal candidate will have also used Teams, Planner and SharePoint.
    • Post-secondary education in administration or related field
    • Willing to participate in meetings and functions that fall outside of normal work hours
    • Seeking to excel and grow, always developing new skills and staying current on software and practices
    • Knowledge and experience in dealing with boards and committees, and non-profit governance
    • References will demonstrate and comment on the ability to keep things confidential
    • Highly collaborative across the entire organization and find ways to work across teams
    • Possess superior interpersonal and communication skills
    • You are self-motivated and results focused with a sense of accountability
    • Highly organized – in terms of time, space and tasks
    • You manage tasks well and are clear on deliverables, expectations and timelines, having the ability to manage multiple priorities with competing timelines and deliverables
    • The ability to be calm in the face of deadlines and work pressures
    • You are adaptable and quick to respond to emerging issues or needs, and can accommodate last minute requests and situations
    • Capable of proactively anticipating needs and react quickly, through understanding the business, analytical approaches or organization
    • You have strong problem solving, analytical and creative thinking and decision making skills

    Responsibilities

    • Maintain daily calendar for the CEO by planning and scheduling meetings, conferences, calls and appointments
    • Arrange travel and meetings, including developing itineraries and agendas, booking transportation and arranging lodging and meeting facilities
    • Coordinate events and corporate functions as requested
    • Make arrangements associated with the President’s personal calendar
    • Build and maintain effective relationships with all employees, external partners and in the community
    • Prepare and finalize a wide variety of letters, correspondence and communication on behalf of the President and the Board
    • Assist in the preparation of briefing materials, presentations and documents for the Leadership Team, Board and President
    • Conduct research, compile data and prepare papers and presentations for consideration by Leadership Team, Board, Committees and President
    • Assist in expense report preparation and reimbursement tracking
    • Manage all methods of communication (i.e., phone calls, e-mails, correspondence, inquiries) in a professional and confidential manner, prioritizing and dealing with items where possible, including preparation and delivery of responses where appropriate
    • Screen emails and calls as requested
    • Assist the President with any personal matters that may require assistance
    • Act as corporate secretary to the Board, its committees and its operations. This includes:
      • Scheduling all Board and Board Committee meetings, monitoring attendance for quorum
      • Attending all board and board committee meetings, recording minutes and producing final copies of minutes
      • Preparation and distribution of all Board and Board Committee meeting packages
      • Supporting the President or Leadership Team with outputs and work requirements post-meeting
    • Overseeing and administering the process, materials and supporting communications with respect to the annual Board elections
    • Overseeing and administering the process, materials and supporting communications with respect to the annual AGM
    • Oversee and manage all governance related materials and documentation in support of the Chamber’s charter and policies

    THE CALGARY CHAMBER OFFERS:

    • The opportunity to work in a non-profit environment, supporting big-profit ideas
    • A competitive compensation package that promotes goal achievement
    • Health and dental benefits, great time off (vacation, flex, sick time, birthday day off, cival and bank stat holidays recognized) as well as RRSP matching

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