Job Description

YOURE AN executive ASSISTANT DYNAMOPosted: 2025-02-06Closing: Until FilledLocation: South EdmontonAs the Executive Assistant to the COO, you are responsible for significant aspects of executive support including managing schedules, key deliverables, coordinating events and preparing executive level communications and reports. You have a high degree of accuracy and velocity and thrive on a deadline. You have the ability to manage multiple critical projects as well as coordinating with multiple senior executives and external stakeholders. You believe in the power of being proactive, have outstanding time-management skills and a high degree of professionalism, judgement, and discretion.WHAT MOVES YOU

• You manage your time as expertly as you manage your projects prioritizing, planning, and organizing are part of your DNA.
• You dont need someone to light a fire under you, you take initiative and enthusiastically manage multiple projects with limited supervision.
• Youre just as comfortable working with senior executives as you are with staff on the frontline.
• You have outstanding interpersonal and communication skills.
• You're a natural at consulting with stakeholders to anticipate and understand their needs.
• You recognize the details. Sweating the small stuff is what you do best.
• You handle even the tightest deadlines with a cool head and a clear vision.

WHAT YOULL DO

• Report to the Chief Operating Officer (COO).
• Maintain executive work schedule and calendar including triaging and prioritizing incoming meeting requests. Scheduling meetings, conference calls, call for agenda items, coordinating handouts and recording minutes.
• Facilitate COO preparedness for meetings and other obligations by reviewing all meeting invites and agendas and prepare a briefing note or outline.
• Code and track invoices fees and completing monthly expense claims.
• Develop, prepare and produce written correspondence, presentations and reports, including Board reports.
• Ensure critical deadlines are met, acting as liaison with internal business units and external partners as required.
• Lead a strong administrative and organizational process to support the board and executive.
• Provide reports, presentations and documents within established timeframes.
• Maintain the strictest of confidence when handling sensitive and confidential information.
• Ability to work and communicate effectively with many levels within the organization to ensure appropriate support is provided and work is accurately executed.

WHAT YOUVE DONE

• You have a Certificate or Diploma in Business Administration, or a recognized Office Assistant Program or equivalent education and experience is preferred.
• Youre no newbie you already have at least 5 years of experience in an Executive Assistant role.
• Experience working with senior board of directors and executives.
• Experience working with financial statements/information/reports, corporate governance and executive management, board governance procedures and drafting and maintaining thorough board minutes and records of decisions.
• Capable of managing competing priorities and assignments with ease, calm and unflinching accuracy in a deadline-oriented environment.
• Superior computer skills with in-depth knowledge and experience with Microsoft Office Suite (Word, PowerPoint, Excel), Adobe Acrobat and Visio.
• Impeccable organizational and time management skills.

WHAT YOU'LL GET

• Competitive salary
• Flexible benefits
• Outstanding employer-paid Retirement Savings Program.
• Great AMA discounts
• Unlimited learning opportunities
• Paid vacation and Me Day
• Paid opportunities to serve your community through purpose-driven AMA events
• Hybrid-remote work options

We thank all applicants for their interest; however, only those selected for an interview will be contacted.-WORK MODEL: In-Office-We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Alberta Motor Association