Executive Assistant - Jobs in Strathcona

Job Description

Do you want an exciting opportunity, a rewarding career, a sense of purpose, and the chance to connect with others We are adding a talented individual to our team...it could be YOU!Executive AssistantThe executive assistant will provide administrative support to the president and CEO and help ensure the day-to-day operations run smoothly and efficiently. You will be responsible for managing the schedule, preparing correspondence, coordinating travel, and performing other administrative duties as needed.What will you doCoordinate routine meetings/deliverables, including:- Board Administration- Board payroll.- Meeting coordination including scheduling, food, boardrooms, travel (if any).- Collection and release of required documents for board meetings.- Meeting minutes.- Divisional Meetings- Coordination of scheduling, food, and boardroom booking.- Collection and release of required documents for Divisional meetings.- Meeting minutes.- Scheduling and calendar planning (12 months) along with daily management for family executives.- Gatekeeping for family executives.- Follow-up and create reminders for key deliverables:- Budget (Annual), CF Projections (monthly), Strat planning (Annual).- Follow-ups on President #39;s asks to the team or external party.- Senior Leadership Meeting and Investment Committees- Coordination of calendars.- Circulation of pre-reads in advance (if any).Coordinate ad-hoc or one-off meetings, including:- Plan, organize, and coordinate parties and events for the President with business related entities. Example would include the following:- Boxes at Oilers #39; games.- Dinner events for bankers, partners, and vendors.- Fishing trips for builders, vendors, and developers.- Plan and coordinate business travel (e.g., hotel, logistics, and info to be shared with external/internal teams) for family executive.- Coordinate strategic meetings and reviews, as required.- Meeting planningamp; coordination including communicating agenda and setting expectations, scheduling, food, and boardrooms.- Collection and release of all documents for President and audience, as required.- Meeting minutes.Coordinate data and miscellaneous items, including:- Coordinate processing special payments, as assigned by the President, e.g., payment for special consultants or follow-up on critical documents.- Coordinate and follow-up on assigned tasks (internal or external) as assigned by the President.- Support family executive with administrative tasks, such as;- Report print outs and bill processing.- Upload invoices for Concur payments.- Approve expenses and leaves for President #39;s direct reports.- Support the President with family office related tasks, such as documentations, payments and coordination with external consultants as required.Personal Logistics, including;- Set up family meetings, plan, and coordinate schedules.- Communicate agenda to the invitees.- Logistics of meeting rooms and required info for the meeting.- Personal calendar planning for family executive- Vacation booking and related administrative tasks and arrangements.- Personal travel bookings and related administrative tasks and arrangements.- Coordination of house parties.- Coordination of bills and documents to be provided for personal tax filing, payment processing, and concur approvals.- Other related duties as assigned.What do we look for- Bachelor #39;s degree- At least five years of experience supporting a high-level executive in a fast-paced environment.- Able to handle and maintain confidential information.- Excellent verbal and written communication skills.- Excellent interpersonal and customer service skills.- Excellent organizational skills and attention to detail.- Flexible and adaptable to change.- Excellent time management skills with a proven ability to meet deadlines.- Strong analytical and problem-solving skills.- Strong supervisory and leadership skills.- Ability to prioritize tasks when appropriate.- Ability to function well in a high-paced and at times stressful environment.- Proficient with Microsoft Office Suite and related software.Powered by JazzHR