Executive Assistant

Carlisle Management Inc. - Calgary, AB (30+ days ago)

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Job Description – Executive Assistant

Reporting To:

General Manager and Vice President of Finance

Primary Role:

Providing administrative assistance, managing schedules, and assisting the GM and VP of Finance with work requirements.

Responsibilities:

· Fielding Telephone inquiries for GM and VP of Finance, ensuring all calls are answered and followed-up on if required

· Ensuring all correspondence is accurate and delivered in a timely manner.

· Manage calendars, scheduled appointments

· Ensuring all correspondences and legal documents are maintained

· Maintain highly confidential written materials, telephone conversations and personal conversations

· Draft letters, documents, memos etc. as required, maintain file system

· Track and reconcile all GM and VP of Finance expenses

Accountability For:

· Ensure everything from the GM and VP of Finance’s office is processed accurately and efficiently

· Liaise with regulatory bodies, lawyers and occasionally customers

Core Competencies:

· Accuracy

· Well-organized meeting minutes

· Projects a professional appearance

· Quality of work provided to the GM & VP of Finance, and from the GM and VP of Finance

· Meeting all timelines and deadlines

· Working calmly, efficiently and effectively under pressure

· Ensuring projects are completed accurately and efficiently

Experience:

· Minimum of 3 years Executive Assistant experience

· Experience with handling highly confidential materials, correspondences and issues

· Experience with scheduling & calendar management

Knowledge:

· Industry, Real Estate, and Condominium Board knowledge is an asset but not required

· Excellent computer skills – Microsoft products

· Excellent organization and time management skills

· Professionalism

Customer Influence:

· Educate and information sharing among Vendors and/or Tradesmen

· Professional telephone manner

· Ability to handle difficult individuals and diffuse conflict situations

· Demonstrated empathy

Communication:

· Sense of humor and well developed interpersonal skill

· Ability to interact with all levels of management

· Excellent phone manner, verbal communication

· Well-developed written communication

Leadership:

· Investigative skills

· Good rapport building

· Lead by example, supportive and understanding

People Management:

· Open communication, provide time for employees

· Strong understanding and respect for the role

· Meeting with individual(s) and provide feedback/examples

· Discuss changes, builds and issues

· Fair and empathetic, demonstrate professionalism

· Remain objective

Benefits:

  • Extended health care
  • Dental care
  • Life insurance
  • On-site parking
  • Company events & social hours
  • Vacation & paid time off

Job Types: Full-time, Permanent

Experience:

  • executive assistant: 3 years (Required)

Education:

  • AEC / DEP or Skilled Trade Certificate (Preferred)