Job Summary:

We are seeking a highly organized and proactive Executive Assistant to support the General Manager and Medical Director in their daily operations. This dynamic role requires a motivated individual who excels in managing schedules, coordinating communications, and handling administrative tasks with precision and professionalism. The ideal candidate will be a detail-oriented multitasker with excellent interpersonal skills, ready to contribute to a fast-paced environment while ensuring seamless office functioning.

This position offers an exciting opportunity to be an integral part of leadership operations, supporting organizational success and growth.

Responsibilities

- Track follow-up items, deadlines, and priorities for the General Manager and Medical Director, ensuring important tasks and commitments are completed in a timely manner.
- Handle sensitive and confidential information with a high level of professionalism and discretion.
- Manage and maintain the calendars for the General Manager and Medical Director using Microsoft Outlook Calendar, scheduling appointments, meetings, and travel arrangements efficiently.
- Handle incoming calls with professional phone etiquette, directing inquiries appropriately and taking detailed messages when necessary.
- Prepare, proofread, and edit correspondence, reports, and presentations to ensure clarity and accuracy.
- Organize and maintain filing systems - both physical and digital ensuring easy retrieval of documents and records.
- Perform data entry tasks accurately using Microsoft Office Suite and Google Workspace applications, including updating databases and maintaining records.
- Coordinate meetings by preparing agendas, booking conference rooms, arranging catering if needed, and distributing relevant materials ahead of time.




- Assist with bookkeeping duties utilizing QuickBooks for invoicing, expense tracking, and basic financial record keeping.
- Provide administrative and front desk support as needed, including greeting visitors and assisting with incoming and outgoing calls.
- Utilize DocuSign for electronic document signing processes to streamline administrative workflows.
- Provide general clerical support such as photocopying, scanning, proofreading documents and managing incoming/ outgoing mail.

Experience

- Proven experience in an administrative or clerical role within an office setting is required; prior experience supporting executive leadership is preferred.
- Demonstrated proficiency with Microsoft Office (Word, Excel, PowerPoint), Google Workspace tools (Gmail, Calendar, Drive), and familiarity with QuickBooks accounting software.
- Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced setting.
- Excellent written and verbal communication skills coupled with professional phone etiquette.
- Experience handling multi-line phone systems and front desk responsibilities is highly desirable.
- Ability to perform data entry accurately while maintaining attention to detail; experience with proofreading is a plus.
- Knowledge of basic bookkeeping practices including invoicing and expense management using QuickBooks or similar software.
- Prior office experience involving filing systems, document management, and administrative support is essential.

Join us in this vital role where your organizational talents will directly impact our leadership team’s efficiency! We value energetic professionals eager to contribute their skills in a collaborative environment dedicated to excellence in service delivery. Pay: $20.00-$30.00 per hour

Expected hours: 40.0 per week

Work Location: In person

📌 Executive Assistant to the General Manager & Medical Director (Calgary)
🏢 Centre for Sleep and Human Performance
📍 Calgary