Executive Assistant

CPA Calgary Chapter•Calgary, AB

13d•Hybrid

About The Position

This role provides proactive, high-trust executive support to the CEO and Executive Office, exercising a high degree of confidentiality, sound judgment, attention to detail, and professionalism. The role helps ensure the CEO’s priorities, schedule, communications, and key relationships are managed efficiently and effectively, while also supporting Board and governance-related activities as required.

Requirements

Post-secondary education in office administration, business administration, or a related field, supplemented by relevant administrative training.
3 to 5 years of progressively responsible administrative or executive support experience, preferably in an executive office, governance, or professional environment.
Advanced proficiency in Microsoft Office applications, particularly Outlook, Word, PowerPoint, and Excel.
Strong document formatting, proofreading, and presentation preparation skills.
Excellent verbal and written communication skills, with strong judgment, discretion, professionalism, and the ability to manage multiple competing priorities.
Ability to manage sensitive and confidential information with discretion.
Strong organizational, prioritization, and multitasking skills in a fast-paced environment.
Comfortable using virtual meeting platforms (e.g., Zoom) and learning new software, systems, and technology.

Responsibilities

Provide proactive executive support to the CEO, ensuring priorities, schedules, and communications are managed efficiently, accurately, and confidentially.
Manage the CEO’s Outlook calendar, using sound judgment to schedule meetings and appointments and balance competing priorities.
Support the Chief of Staff in identifying and triaging priorities for the CEO and assist with tracking actions and follow-up items.
Draft, edit, format, and coordinate correspondence, presentations, reports, briefing materials, and other documents to a high professional standard.
Handle documents, information, and correspondence of a confidential and sensitive nature with discretion and sound judgment.
Attend Board and committee meetings; prepare agenda packages, record minutes, and track management action items requiring follow-up.
Provide support for the CEO’s responsibilities related to national and interprovincial boards, committees, and other groups as required.
Coordinate travel arrangements for the CEO and Board, including purchase and administration of organizational flight passes.
Coordinate meeting logistics for internal and external attendees and CPA Alberta Board, including facilities, catering, accommodations, and related arrangements.
Serve as a key point of contact for Board members, provincial, territorial and Bermuda bodies, CPA Canada, interprovincial groups, and other significant attendees requiring Executive Office support.
Coordinate logistics for Senior Executive Team meetings and maintain accurate tracking of action items and follow-up requirements.
Provide excellent internal and external customer service and maintain positive, professional relationships.
Maintain effective filing and document management practices for both paper and electronic records.
Use a variety of technology tools, including Board portal software, CPA Alberta member management systems, videoconferencing platforms, and other office technologies.
Support and attend both in-person and virtual Executive Office and CPA Alberta meetings, projects, and events as required, including CPA Convocation, Elevate Week, and All Team meetings.
Provide reception coverage as required.