Full-time

Executive Assistant

Finance & Corporate Services

No longer accepting applications

Applications closed
Contact us

Background and General Scope of Position:

Reporting to the President & CEO, the Executive Assistant (EA) will be a highly motivated and organized individual, who provides daily support to the President & CEO, the CFO & VP, Corporate Services, and when needed, other members of the Executive Leadership Team (ELT) with administrative support, updates, communication, and ensuring ELT is organized.

This role provides executive support in a one-on-one working relationship. The EA serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President as well as serving as a liaison to the board of directors and ET. The EA will organize and coordinate executive outreach and external relationship efforts.

The person in this role must be creative and enjoy working within an environment that is mission-driven, results-driven and community oriented; as well as have an ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The EA will complete a broad variety of administrative tasks for the President & CEO and the CFO & VP, Corporate Services, including but not limited to managing extremely active calendars for appointments; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas. This role also provides comprehensive support to the Board of Directors which includes preparing materials, coordinating meetings, and handling Shareholder-related duties with professionalism and discretion.

The EA will work independently on projects, from conception to completion, and is able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion while simultaneously managing a heavy calendar. The role will assist the Company in being more efficient and effective through collaborating with various departments to gather information and reports, ensuring timely and accurate delivery of key insights to the President & CEO for informed decision making.

Finally, the EA has high energy levels and can assist the company’s employees in meeting their objectives. The EA will provide clear and concise information to internal and external parties as required or as requested and meet all agreed deadlines.

Key Accountabilities / Deliverables:

  • Direct Executive Support
  • Administration / Records Management
  • Relationship Building (Internal / External)
  • Board and Shareholder Support
  • Communication
  • Meetings
  • Travel

Critical Competencies

  • Organized / Time Management
  • Adaptability / Flexibility
  • Motivated / Decisive
  • Service Oriented
  • Collaboration / Teamwork
  • Problem Solver / Forward Thinker

Key Functional Skills

  • Attention to detail
  • Effective communicator
  • Ability to multitask / prioritize effectively
  • Interpersonal skills
  • Technological Savvy

Experience & Education:

  • Bachelor’s degree in administration, Development, Architecture or equivalent preferred
  • 5 years administrative support experience with Senior Management preferred
  • Experience in the architecture or land development industry considered an asset
  • Ability to multi-task and independently complete work within timeline
  • Excellent oral and written communicator to external and internal clients demonstrated by clear minutes of meetings taken and distributed within ½ day
  • Ability to handle confidential information in an ethical manner
  • Ability to organize internal and external events. Well communicated and executed as planned, demonstrated by event coming off as planned, on time and on budget
  • Professional appearance and behavior

Application:

Applicants are to submit a resume to careers@calgarymlc.ca by November 8, 2024.

We thank all applicants for their interest. Only candidates being granted an interview will be contacted.

Other opportunities

We'd love to hear from you, even if you don't see a match in our open roles.

  • Internship

    Project Coordinator - Intern

    Building & Infrastructure

    Background and General Scope of Position The Project Coordinator Intern (PC) provides support to CMLC’s Building & Infrastructure Team and is an important contributor to the CMLC projects team. This individual will be assigned to support several Project Managers on various projects being delivered by CMLC. The PC’s involvement ensures accuracy in all project documentation and that CMLC’s project management processes are working efficiently. This position is a limited term. Dates will be determined with CMLC and the successful proponent. Key Accountabilities / Deliverables Providing support to the Project Managers, Senior Project Managers and Directors in terms of scheduling and coordinating internal and external project meetings, workshops, and presentations. Supporting project management activities such as preparing project plans and monitoring performance against those plans, implementing project controls, assisting in the project procurement processes, change management, preparation of draft contracts and administration of contracts. Working with CMLC’s Finance Team to support purchasing, cost tracking and invoice processing. Providing project based administrative support as required. Participating in project meetings including preparing agendas and minutes and following up with meeting participants to ensure action items are completed on schedule. Preparation of draft project status reports with the support of the PM. Management of the document management system for projects. Preparing project documentation with support of the PM. Providing support in the development of project management plans and standards for project management best practices. Other such duties as required by the role. Essential Relevant Experience Strong oral and written communication skills Comfortable attending meetings and preparing minutes Proficient with Microsoft Excel, Word, PowerPoint, and Project Highly organized and very detailed oriented Strong work ethic Ability to work with limited supervision Project experience is considered an asset Mission Critical Competencies Adaptability/Flexibility Dependability Planning Collaboration Project management Sense of urgency Highly motivated Key Functional Skills Prioritization Flexible Effective communicator Problem solver Detail oriented Results driven Organized Desired Education Currently enrolled in a post-secondary program related to Architecture, Engineering or Project Management Experience in the design and/or construction industry Passion for architecture, construction and development Passion for people and progress

    More info