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The Executive Administrative Assistant will provide senior-level administrative support to multiple senior stakeholders within a regulatory environment. This hybrid role, based in Calgary, is a 6-month contract with the potential for extension or permanent conversion. The position demands a highly organized, proactive, and professional individual who can manage competing priorities, handle confidential information, and build trusted relationships across a diverse team. The successful candidate will play a critical role in ensuring smooth operations for senior executives while contributing to a structured and professional workplace.
Responsibilities
- Manage complex calendars and schedules for multiple senior stakeholders, coordinating internal and external meetings.
- Arrange travel itineraries, accommodations, and expense reporting.
- Prepare and coordinate briefing materials to ensure stakeholders are fully prepared for meetings and decision-making.
- Support confidential meetings at the executive and divisional level, including minute-taking and follow-up on action items.
- Maintain accurate data entry and management of internal reporting dashboards and e-filing systems.
- Proofread and edit complex documents, ensuring quality control and timely communication.
- Analyze administrative processes and make recommendations to improve efficiency.
- Coordinate logistics for events and functions, such as professional forums or conferences.
- Build and maintain professional relationships with internal and external stakeholders, including senior officers and officials.
- Provide backup support to other administrative team members as needed.
Qualifications
- High school diploma; administrative certificate or equivalent is an asset.
- 6–10 years of related executive-level administrative experience supporting multiple senior stakeholders.
- Proven ability to handle confidential and sensitive information with discretion.
- Strong organizational skills with the ability to manage fluctuating workloads and competing priorities.
- Tech-savvy, comfortable with internal systems, digital collaboration tools, and reporting/dashboard applications.
- Excellent written and verbal communication skills, with strong attention to detail.
- Ability to work independently and collaboratively in a professional, structured environment.
- Experience in regulatory, government, legal, or professional services environments is an asset.
- Familiarity with Canadian reporting standards, style guides, or administrative protocols is a plus.
- Comfortable with a hybrid work arrangement, splitting time between office and remote work.
At Aplin — together with our brands CompuStaff and Impact Recruitment — we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers.