Hybrid Executive Assistant

at GHD

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Senior, Lead
• Salary: Not specified
• Degree requirement: Associate's Degree
• Location requirements: Hybrid, Calgary, Canada

About the role

• Executive Assistant providing administrative support to multiple executives in the engineering sector. Managing communications, scheduling, and organizational tasks within a hybrid work environment.

Responsibilities

• Cultivate strong relationships with internal and external stakeholders to facilitate collaboration and achieve strategic objectives.
• Organize and prepare materials for meetings, including developing agendas, compiling background information, and creating presentations, taking minutes and preparing summaries of meetings.
• Serve as a point of contact between executives and internal/external stakeholders, ensuring timely and effective communication including to peer counterparts in other regions of GHD.
• Assist executives with special projects and initiatives, conducting research, compiling data, and preparing comprehensive reports and presentations as necessary.
• Provide high-level administrative support to multiple executives, including but not limited to calendar management, scheduling meetings, coordinating travel arrangements and processing expenses.
• Coordinate regional events and team-building activities, managing logistics and attendee communication.
• Handle sensitive information with discretion and ensure compliance with company policies regarding confidentiality.

Requirements

• Exceptional verbal and written communication skills, bilingual fluency across English and French is highly desirable.
• College diploma or university degree.
• 8 to 10 years of relevant experience in a role supporting multiple executives, with previous project management experience highly desirable.
• Strong understanding of confidentiality when handling sensitive information, coupled with a motivated self-starter attitude and a robust work ethic.
• Pride in delivering high-quality work, highly organized and adaptable, with excellent time management and coordination skills.
• Proficient in planning and organizing meetings with attention to detail, while building trust at the leadership level.
• Ability to work both independently and collaboratively to foster positive relationships in a collaborative team-based environment.
• Proven capability to establish and maintain strong, trust-based relationships with stakeholders at all levels, enhancing collaboration and communication.
• Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).

Benefits

• Hybrid Work Model: Join us in the office three days a week for collaboration and connection.
• Opportunity for professional development and growth within a diverse team.