Job Description

Executive Assistant

InnoTech Alberta is seeking an Executive Assistant to provide executive administrative support to the Chief Operating Officer\xe2\x80\x99s office. This role mainly supports the Chief Operating Officer and enables achievement of corporate and operational goals with the possibility of supporting more than one Executive member in the future.

Are you our next Executive Assistant? You would be a good fit for this position if you:
Are resourceful, creative, and forward thinking; always looking to tackle new challenges
Enjoy building positive and productive networks and working relationships
Are effective at working independently to solve problems and make decisions

We are game changers

InnoTech Alberta, a wholly owned subsidiary of Alberta Innovates, is a leading Research and Technology Organization established by the Government of Alberta to serve the needs of industry, innovation ecosystem & academia. Offering a diversified range of scientific, engineering, and technological research expertise and experience, and unique industrial-scale research infrastructure, equipment, and demonstration facilities, InnoTech Alberta accelerates and de-risks technology research, development, and deployment with focus on industrial solutions and innovation advancement. With a reputation for quality service and a long history of impacts in Alberta\xe2\x80\x99s economy going back a century, our multidisciplinary team has the depth of experience to work across all sectors, from energy to environment to fibre and bio-industrial.

Intrigued? Here\xe2\x80\x99s some more information about the position:
Job Details
Reporting to the Chief Operating Officer (COO), the incumbent will be responsible for, but not limited to, the following:
Manage the COO\xe2\x80\x99s overall schedule, engaging with internal and external stakeholders to coordinate activities, meetings, and other engagements
Work with COO, Executive Directors and other stakeholders to coordinate and provide administrative support on major projects and initiatives
Answer routine/non-routine questions, obtain and furnish information to support optimal team performance and to maintain a positive brand reputation with stakeholders
Foster clear communication with internal and external clients that enables coordinated, high quality and timely response to business requirements and builds positive relationships
Prepare routine and ad hoc presentations, reports, briefs, and other correspondence for internal and external audiences
Organize all meeting details (booking rooms, agenda preparation, meeting minutes, catering, communication with attendees, and set up)
Prepare domestic and international travel arrangements, including flights, accommodations and itineraries
Ensure all records, paper and electronic files are filed and comply with InnoTech Alberta\xe2\x80\x99s Records Management Policies
Support financial processes including budgeting, forecasting, expense management, and contract administration
Ensure all communication is handled with discretion and due diligence
Assist department staff with deadlines, email replies, and actions; prepare advance briefs
Act as peer coach and mentor for other administrative roles in the enterprise
Collaborate on joint projects with other executive support personnel

Qualifications and skills we are looking for:
Minimum Diploma from a recognized Business or Technical School Demonstrated related experience in a senior administrative capacity
Ability to balance multiple priorities for self, supervisor and colleagues to ensure effective time management in a fast-paced environment, where there are tight deadlines and significant interruptions
Ability to work in team environment, foster productive relationships, and build networks internally and externally
Proven skills in communicating effectively in writing, orally, and through presentations
Ability to problem solve and make decisions using good judgment with little to no guidance
Must be able to maintain high degree of confidentiality and professionalism
Strong organizational skills and attention to detail
Demonstrated understanding of administrative/office management principles and practices and record keeping practices
Demonstrated proficiency with various computer platforms with advanced competency in Microsoft Office Suite & Dynamic 365
Driver\xe2\x80\x99s License and ability to travel between sites
Proficiency with the English language

Why InnoTech Alberta?
We offer our employees opportunities to work on projects that will expand their skill sets while witnessing the visible impacts of their efforts. We value the development of our employees and create opportunities for working in capacities that allow new skills to be learned. We know that the wellness of our team is the most important part of our business, so we offer a strong benefits package and generous vacation and paid time off programs to promote work-life balance.

At InnoTech Alberta, we respect diversity and embrace an inclusive culture. We value uniqueness and different perspectives as they play a critical role in our success. To achieve this, individuals are selected based on qualifications, merit, and abilities and we encourage applications from all backgrounds to apply.

The final candidate will be required to undergo a security clearance. All interviewees must be able to meet the requirement specified in the Physical Demand Analysis. This document will be supplied during the interview process to the successful candidate. This competition will remain open until a successful candidate is found.

INNOTECH ALBERTA IS COMMITTED TO THE PRINCIPLE OF EQUITY IN EMPLOYMENT AND ENCOURAGES APPLICATIONS FROM ALL INDIVIDUALS. WE WISH TO THANK ALL APPLICANTS FOR THEIR INTEREST. HOWEVER, ONLY THOSE INVITED FOR AN INTERVIEW WILL BE CONTACTED.