Sr. Executive Assistant

Job Title: Sr. Executive Assistant
Job ID: 77350
Location: Edmonton, Alberta – Hybrid

Overview:
Our client’s Office of the Chief Information Officer is seeking a temporary backfill of a Senior Executive Assistant to the Vice President. The contractor will attend accelerated training with the incumbent Executive Assistant to prepare for her absence from March 31 to May 9, 2025. Due to the short duration and steep learning curve, the contractor will work closely with the Sr. Strategic Business Analyst (SSBA) to ensure that the deliverables of both positions are covered during the absence. The ideal candidate will be an experienced Sr. Executive Assistant who can quickly ramp up and support the Vice President and his technically diverse team.

What you will be doing:
Duties include, but are not limited to:

• Delivers coordinated management and administrative leadership of a variety of complex functions.
• Provides confidential administrative assistance to the VP for daily activities such as: communications (email, mail, visitors and calls), correspondence (emails, briefing notes, reports and presentation materials), calendar management and scheduling, travel arrangements and coordination with internal and external stakeholders.
• Supports the VP’s participation in internal and external committees and meetings by providing related logistics, documentation, preparation and follow up.
• Coordinates appropriate representation at meetings in the VP’s absence.
• Records pertinent information at meetings and tracks and conducts follow-up on action items where required.
• Maintains and assists in the updating of policies for the IS&T and HR areas.
• Prepares presentations, reports and other materials for internal and external audiences (e.g. presentations to the Executive Team or the corporate Board, weekly status reports from those reporting to the VP, meeting agendas and other requirements).
• May need to provide coverage for other EAs in their absence.
• Undertakes specific assignments by collecting, researching, analyzing and assembling relevant data, and preparing reports.
• Liaises with clients and staff at various levels across the corporation on behalf of the VP to achieve divisional goals and strategic planning objectives.
• Ensures high quality documentation, oversees timelines, tracks work requirements and follows up to ensure that deliverables are met.
• Manages the administrative components relating to special events or activities of the IST division.
• Upholds an effective, supportive and participative working environment.
• Supports the SSBA to deliver key tasks during the assignment, including financial reporting, accruals, annual strategic communications, budget preparation, as well as Board of Directors information collection, review and dissemination.

What you must have:

• Post-secondary education in office administration is highly desired, with a minimum of five years of progressively responsible administrative experience.
• 3+ years of professional experience providing executive-level support.
• Knowledge and understanding of common corporate office policies and procedures.
• Advanced working knowledge of Microsoft Office 365 (especially Teams, but also including Outlook, Word, Excel, PowerPoint, Forms).
• Knowledge of pension legislation and policies is an asset.
• Understanding of the impact of the applicable legislation on corporate obligations.
• Strong project and procedural management skills.
• Superior verbal and written communication skills.
• Excellent organizational and interpersonal skills.
• Good time management skills are crucial.
• Strong analytical, problem identification, critical thinking and problem-solving skills are vital.
• Sense of urgency is vital, with a proven ability to demonstrate tact and discretion in preparing, prioritizing, disclosing and handling information of a confidential, controversial and sensitive nature.
• Ability to be proactive, with confidence to make quick decisions without immediate supervision, while taking responsibility for their own actions.
• Ability to manage complex information flow and assignments to meet time-sensitive deadlines.
• Resourcefulness and the ability to make and maintain strong connections is vital.
• Ability to communicate effectively and confidently with all levels of staff, including senior management.
• Ability to deal with multiple functional areas and process owners.