Executive Assistant to the President/CEO

  • Location
    Calgary, Alberta
  • Job type
    Direct Hire
  • Category
    Professional & executive - Executive

Job Title:                 Executive Assistant

Reports To:             President and Chief Executive Officer

Job Summary:

Provides assistance and support to the President & CEO in an administrative capacity and provides administrative resources in addition to a Board of Trustees.

Duties and Responsibilities:

  • Coordinates administrative needs for the President & CEO, Leadership Team, and Society and Foundation Boards of Trustees as required;
  • Attends Board meetings, prepares agendas, transcribes and distributes minutes;
  • Coordinates the Annual General Meeting for Society and Foundation;
  • In collaboration with the CFO, ensures that the annual filing of Society and Foundation corporate registry requirements is met (i.e. annual financial statements, update of annual returns, business licenses & by-law amendments);
  • Coordinates calendar of monthly meeting schedules for all standing Board and Advisory Committees, takes minutes of such meetings and ensures distribution of all minutes;
  • Maintains and distributes Board Manuals (Society & Foundation);
  • In collaboration with the President and CEO, coordinates onboarding process for all new Board and Committee members;
  • Coordinates distribution and collection of annual Trustee and committee member sign-off documentation (i.e. conflict of interest, code of conduct, indemnity agreement and ineligible individual policy);
  • Maintains database of the Foundations Membership;
  • In coordination with the CFO, CEO and other members of the leadership team, produces annual reports (Society and Foundation);
  • Coordinates, attends and takes minutes for Senior Management meetings;
  • Assists in the update of Administrative Policy and Procedures Manual;
  • Maintains administrative files for the President & CEO; files and archives on an annual basis;
  • Maintains office supplies and equipment (i.e. orders office and paper /printed supplies, orders and recycles toner products, etc.) and negotiates contracts;
  • Serves as the liaison and negotiates film contracts as required; and
  • Other duties as assigned. – this includes daily update of Cash Receipts Journal entries & copies, processing of credit/debit payments as requested, daily closing of POS/Moneris and balancing for CRJ; annual CRJ template update;
  • Education and Experience:

  • Completion of a related post-secondary program/technical training; and
  • A minimum of five years’ experience in a Senior Administrative Assistant role/capacity.
  • Skills and Abilities:

  • The incumbent must be well organized and pay close attention to accuracy and detail and have impeccable communication skills, both written and oral;
  • Strong computer skills (i.e. Microsoft Office suite);
  • Demonstrated ability to work within a dynamic, fast-paced environment and balance multiple priorities; and
  • Due to the nature of this position, a high degree of diplomacy and confidentiality is essential;



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    Reference number CA_EN_1_020570_1981997

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