Id : 62253
Category : Office Personnel-Perm
Location/City : AB – Calgary
Region : Calgary Area
Job Type : Permanent
Recruiter Name : Pamela Udey

Please submit your resume directly to Pamela Udey via email at
Are you an individual with great initiative? A self-starter with superior organizational and problem solving skills and an innate ability to prioritize? Look no further and apply now!
The Opportunity

Our Calgary client is eager to find an individual to help support their team. This multifaceted position, which includes managing reception, office administration, and an executive assistant role, will be challenging and rewarding for the right candidate. Working in partnership with a small team of executive/administrative assistants in a highly successful private equity firm, this individual will be the face of our organization. We are a fast-paced firm, where change and juggling multiple priorities is the expected norm.
Key Account Responsibilities and Functions

For the Administrative Assistant portion of this role, core accountabilities include:

  • Management of the reception and common areas of the firm, including greeting guests, answering the main line and directing calls; eventually anticipating the needs of returning guests before they arrive.
  • Ensuring the main office areas, reception, and meeting rooms maintain a professional and organized appearance at all times.
  • Monitoring meeting space and employee calendars; anticipate meetings and guests prior to arrival.
  • Meeting room prep and take down; managing catering for meetings.
  • Accepting, coordinating, and sorting of mail and couriers.
  • Managing the firm’s general email account.
  • Tracking and coordinating the acquisition of all office supplies to maintain adequate inventory.
  • Assisting with general office administration, including maintaining general office documents and processes.
  • Maintaining collective administrative files; filing and retrieving documents and reference materials.

For the Executive Assistant portion of this role, core accountabilities include:

  • Working proactively, closely, and intuitively with three executives in our firm (Principle, Vice President, and Vice President of Finance).
  • Arranging/managing all executive travel logistics (business and personal).
  • Preparing executives for meetings.
  • Managing multiple complex and confidential calendars.
  • Preparing complex expense reports and reconciling credit card statements.
  • Scheduling appointments and coordinating arrangements for internal and external meetings and events.
  • Preparing, editing and distributing correspondence, communications, presentations and other documents.
  • Managing electronic document retention (board reports, management reports, contracts, critical documents etc.)
  • Preparing letters, memos, e-mails, reports, spreadsheets, charts and presentations as required.
  • Consideration of and liaising with internal staff at all levels.

Required Skills and Qualifications

  • 3 to 5 years relevant reception/office administrative and executive assistant experience; Bachelor’s degree an advantage.
  • Advanced proficiency with MS Office products – Outlook, Word, PowerPoint, Excel.
  • The ability to effectively interact and partner with varying position levels including senior management and external parties in a way that leaves positive impressions of the firm.
  • Knowledge of budgeting and some financial experience/abilities an asset.
  • Aptitude to manage and support small/special projects with cross-functional teams.
  • Ability to retain and process large amounts of information.
  • Strong self-confidence and sense of ownership.
  • Highly accountable for performance both as an individual and team member.
  • Respect and hold confidential information in confidence.
  • Flexible and adaptable “can do” attitude.
  • Strong interpersonal skills; demonstrates poise in communicating internally with senior executives and externally with business partners.
  • Must be tactful and display good judgment when committing their executives’ time.
  • Excellent organizational, planning, and leadership skills.
  • High degree of accuracy and attention to detail.
  • Strong communication skills, seeks to build relationships and possesses ability to resolve conflict constructively.
  • Demonstrated ability to problem solve.
  • Well-balanced and resourceful individual who demonstrates the ability to balance conflicting priorities successfully.
  • Experience handling confidential information, demonstrates discretion and trustworthiness.
  • Proven ability to exercise good judgment.
  • Highly self-motivated, self-directed, and works independently toward objectives with a sense of urgency.
  • High energy level with strong work ethic.
  • Assertive nature with the ability to establish and maintain boundaries.
  • Be able to articulate what a day will look like to an executive and assist them in prioritizing.
  • Anticipate needs/challenges and communicate them effectively.
  • Ability to adjust on the fly – in terms of priorities, scheduling, and travel arrangements.

Compensation and Benefits

  • $55,000 – $60,000 Salary

Please quote Job Reference #62253

Please submit your resume directly to Pamela Udey via email at
Executrade is one of the largest and most comprehensive full-service recruitment firms in Western Canada, with 11 divisions and locations in Edmonton, Calgary, and Vancouver. We have over 40 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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