Executive & Personal Assistant

Job Description

EXECUTIVE/PERSONAL ASSISTANT

We are thrilled to partner with our client, a dynamic leader in the oil & gas industry, in their search for an experienced Executive/Personal Assistant to join their team. They are seeking a highly organized and proactive Executive/Personal Assistant to support both the President & CEO in managing both professional and personal tasks in a fast-paced environment.

The Opportunity

As the Executive/Personal Assistant, you will be an integral part of the executive team, providing high-level administrative support. You will handle a wide range of responsibilities, from managing the President's & CEO's schedule to coordinating complex travel arrangements, and assisting with personal tasks. The ideal candidate is a confident and discreet professional with exceptional organizational skills and the ability to anticipate the needs of the President.

Key Account Responsibilities and Functions

• Manage and prepare both the President & CEO's daily business and personal schedules, appointments, and meetings (evening and weekend functions included). Ensure all relevant files/documents are provided beforehand.
• Organize meetings, prepare agenda's and other relevant documents, take meeting minutes and ensure follow-up is carried out by either the President or CEO on action items.
• Initiate contact with existing clients/suppliers/consultants and coordinate lunch/breakfast/dinner meetings on behalf of the President.
• Screen all incoming calls to the president; schedule call backs if the President is not available.
• Act as the liaison between President and office staff.
• Assist in preparation of Presidents contribution to project proposals.
• Research RFP opportunities as requested.
• Ensure all project and RFP submission due dates in in Presidents calendar; maintain a follow-up/pending system on all activities, initiatives and job responsibilities.
• Maintain copies of all correspondence from Presidents office and ensure ease of accessibility for Presidents review.
• Proactively make decisions on both the President's and CEO's behalf regarding scheduling, details, copies, etc. Ensure things are being before being asked (example: booking follow up dental appointments, car maintenance appointments, etc.).
• Review all cheques that require the President's signature; ensure all necessary back up documents (receipts, etc.) are attached.
• Assist in planning and preparation of company events.
• Arrange all business and personal travel for both the President & CEO.
• Additional Executive/Personal Assistant tasks as assigned.

Required Skills and Qualifications

• Proven experience as an Executive/ Personal Assistant, within the oil & gas or construction industry.
• Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills.
• Advanced in MS Office Suite (MS Teams, Word, Excel, PowerPoint, Outlook).
• Ability to work independently with minimal supervision.
• Discretion and confidentiality are paramount.
• Flexibility to work extended hours, including occasional evenings and weekends, as needed.

Compensation and Benefits

• Annual salary will be commensurate with an experience. Generous employer paid medical/dental plan is provided! Free parking available!

Please quote Job Reference # 71616

Please submit your resume directly to Laurie Brooks via email at

Executrade is one of the largest and most comprehensive full-service recruitment firms in Western Canada, with 5 divisions and locations in Edmonton and Calgary. We have over 50 years of experience helping client companies and candidates achieve their business goals and vision. Our success is due to our people, the strong relationships we build, and the continuous and robust evaluation and refining of our recruitment and staffing processes.

Individuals interested in this employment opportunity must obtain the necessary approvals from the Government of Canada - Citizenship and Immigration department, prior to applying for this position. In accordance with the Canadian Immigration laws, priority will be given to Canadian citizens and permanent residents of Canada for employment opportunities. Detailed information can be obtained from

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