Executive Assistant

AltaLink•Calgary, AB

18h•Onsite

About The Position

We are searching for an Executive Assistant to provide executive administrative support to the VP, External Affairs and the External Affairs team. This position will appeal to an individual who enjoys both the challenges and achievements offered by a fast-paced, high-energy work environment. At this level, work is performed with a high degree of discretion and independence. Efficiency, sound judgment, self-composure, and a positive attitude are essential attributes for success as you will be dealing with a multitude of external people and representing the office of the Vice President, External Affairs. This position will appeal to an individual who enjoys working in a dynamic team environment, which requires the flexibility to manage daily activities (for more than one person) and has proven competence in juggling issues and priorities. Note: This position is a term position for 12 months.

Requirements

Minimum 7 years in an administrative support or related position.
Proven ability and experience in the above noted key accountabilities.
Outstanding interpersonal, communication, organization, planning and analytical skills.
Experience coordinating with external contacts representing industry, customers, government and government agencies.
Proactive, results focused, with ability to work on multiple projects simultaneously.
High proficiency in Microsoft Office software with an emphasis on Outlook, Word and Power Point.
A track record of teamwork along with a strong desire to learn.
Professional presentation and strong interpersonal skills.
Strong customer service orientation and ability to maintain composure during stressful situations.
Confidentiality and corporate loyalty.
Dependable and dedicated.
Effective communication and interpersonal skills to interface with team members and external contacts to promote positive customer outcomes.
Proven track record of good attendance and performance.

Responsibilities

Supports the effective time management of the Vice President of External Affairs. Including but not limited to: tracking commitments and external responsibilities; maintaining and anticipating calendars, ensuring notification of upcoming deadlines, and assisting in meeting preparation. Also supports and coordinates confidential executive administrative support as required for the direct reports of the VP, External Affairs.
Prepares internal and external correspondence, reports and presentations from basic instructions or prior precedents.
Read and screen incoming correspondence and reports making preliminary assessments of the importance of materials and organizing documents; handles some matters personally, forwarding appropriate material to the VP and/or their staff.
Supports the resource planning and activities for the External Affairs team.
Answers routine and non-routine inquiries and directs to appropriate person.
Has the judgment and knowledge to know when to escalate urgent issues, when to handle in the normal course of business and when issues can be better handled by more junior staff or by themselves.
Provides a variety of administrative functions including; coordinates travel arrangements, prepares expense & VISA reconciliation reports, lobbyist activity reporting, time entry, manages files, arranges meetings; prepares and distributes agenda and meeting packages and takes meeting minutes and follows up on action items.
Able to organize, coordinate and make group social events.
Provide assistance with budgeting activities including invoice coding, capital and operating budget analysis, monthly accruals, and account reconciliations.
Demonstrate key behaviors and meet identified expectations outlined in our four cultural pillars – one team, continuous improvement, customer focus and personal accountability