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Travel Alberta

Executive Assistant to the CEO and Board Liaison

closing
Feb 22, 2018
posted
Feb 14, 2018
company
Travel Alberta

Travel Alberta is the tourism marketing agency of the Government of Alberta. A team of youthfully spirited adventurers lead in marketing Alberta’s authentic experiences in breathtaking landscapes around the world. Our mission: to create economic value and prosperity with compelling invitations to explore Alberta.  Travel Alberta strives to empower individual passion and build inspirational leadership as ONE TEAM.  If you want to be part of an award-winning organization with strong corporate values, passionate team members and a great culture, Travel Alberta is the destination for you.

Position Summary

Reporting directly to the Chief Executive Officer (CEO), the Executive Assistant directly supports the daily activities of the CEOs office through liaising with the Senior Leadership Team (SLT), managing correspondence and communications and providing administrative support. The Executive Assistant provides support to the CEO, Vice President, Finance and Corporate Operations, Board of Director’s, Board committees, and the SLT.

Position Accountabilities

Client Service

  • Act as an ambassador for Travel Alberta
  • Has a professional demeanor and shows ability to manage heavy workloads without loss of composure
  • Build strong working relationships with internal team and external stakeholders
  • Work cohesively with teams within the Travel Alberta structure

CEO Administrative Support

  • Manage the office of the CEO during Travel Alberta office hours
  • Ensure the CEO is prepared and organized for meetings by providing meeting material’s, background information and weekly schedules
  • Assist in presentation development for external stakeholders including the Board of Directors, Board committees and tourism partners
  • Communicate effectively and often with the CEO through weekly meetings
  • Be responsive and proactive for schedule/calendar changes and ensure effective communication for all parties involved
  • Reconcile the CEOs monthly expenses
  • Reconcile the VP, Finance and Corporate Operations monthly expenses

Senior Level Support

  • Ensure the VP, Finance and Corporate Operations is prepared and organized for meetings by providing meeting materials, background information and weekly schedules
  • Provide calendar management for VP, Finance and Corporate Operations
  • Be responsive, flexible and proactive for schedule/calendar changes and ensure communication for all parties involved are aware

Senior Leadership Team (SLT) Meetings

  • Logistical coordination of all SLT meetings
  • Prepare agendas and meeting materials and distribute to all appropriate team members prior to meeting
  • Document meeting minutes and distribute to members after meetings
  • Liaise with SLT as required
  • Provide administrative support for Director meetings as required

Board and Committee Meetings

  • Attend all Board committee meetings 
  • Arrange meeting logistics and communicate with meeting participants
  • Coordinate and distribute meeting materials
  • Attend all meetings and record minutes for Chair of committees to review
  • Liaise with Board committee members as necessary

Education & Experience

  • Recognized diploma in business administration of related field 
  • 7-10 years’ experience as an executive assistant supporting multiple senior leaders and board members.

Additional Requirements

  • Positive demeanor and composure
  • Previous experience working with and supporting executives and board members
  • Advanced skillset in Microsoft Office (Excel, Word, PowerPoint and Outlook) 
  • High proficiency using standard office equipment (computer, fax, scanner, photocopier)
  • Adaptable to new technologies; can easily acquire new technical skills
  • Professional correspondence free of errors
  • High level of professionalism
  • General understanding of rules and regulations set in bylaws regarding board and board committee matters
  • Confidentiality in dealing with sensitive information 
  • Proactively address upcoming needs, opportunities and challenges
  • Superior verbal and written communication skills 
  • Ability to produce accurate and comprehensive materials
  • Strong organization skills and ability to organize priorities and heavy workloads
  • Maintains a clean and organized work space
  • Strong time management skills
  • Experience with invoicing and reconciling monthly expenses
  • Experience working in medium to large size organizations

Your dedication and passion has taken your career to this point, now it is time to advance to a new level by stepping into Travel Alberta’s exciting working environment.  

Other Information

This position is based in Calgary, Alberta. Edmonton may also be considered.
Employment status: Full Time
Start Date: Immediately

This position offers an excellent benefits package with SunLife Financial, including extended health and dental coverage, life insurance, travel insurance, long term disability and a flexible spending account. This individual will also participate in a defined benefit plan with the Management Employee Pension Plan (MEPP), have free and confidential access to the Employee and Family Assistance Plan and be a part of Travel Alberta’s learning and development program, which includes up to 100% reimbursement to further education.

Since becoming a Crown corporation in 2009, Travel Alberta has been recognized with more than 50 awards for brand and marketing and excellence.

Closing Date: February 22, 2018

If you have the qualifications to succeed in this role, submit a cover letter, resume and your salary expectations, with the title in the subject line of your email to careers@travelalberta.com. If applicable, please indicate the name of the Travel Alberta Team Member who referred you to this role.

We wish to express our appreciation to all applicants for their interest and advise that only candidates selected for an interview will be contacted. Any personal information submitted will be managed with the strictest of confidentiality.