Job Description

AMA

YOU'RE AN executive ASSISTANT

DYNAMO

Posted: 2022-09-16
Closing: Until Filled
Location: Edmonton

As the Executive Assistant to the COO and CTO, 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 don't need someone to light a fire under you, you take initiative and enthusiastically manage multiple projects with limited supervision.
• You're 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 YOU'LL DO

• Report to the Chief Transformation Officer (CTO) and 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 CTO and 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 YOU'VE DONE

• You have a post-secondary diploma in business, legal assistance, administrative assistance or equivalent. A post-secondary degree is preferred.
• 7 - 10 years of progressive executive-level administrative experience
• 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 Pension Plan.
• Great AMA discounts.
• Unlimited learning opportunities.
• Paid vacation and floater day.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.