Our Downtown oil and gas client is looking for a highly motivated Executive Assistant that thrives in a fast paced and team oriented environment.

Role and Responsibilities

It is not the intent of this job description to specify all duties associated with the position, but to give a general understanding of the roles and responsibilities.

- Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as clients, to coordinate a variety of complex executive meetings.
- Arrange travel schedule, reservations and itinerary for executive management as needed.
- Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
- Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
- Prepare agendas, arrange and coordinate meetings as well as catering needs and any other specific requirements.
- Provide accurate word-processing support by composing and/or editing a variety of documents. This includes many highly confidential correspondence, memoranda, contracts and proposals.
- Responsible for managing visitors to the CEO’s office and providing assistance in respect to meeting preparation.




- Maintain a well organized confidential filing system for electronic and paper files.
- Complete necessary expense reports for approval and subsequent handling by Accounting.
- Maintain strict confidentiality and discretion in all aspects of the position.

QUALIFICATIONS

Skills and Abilities

- Excellent calendar management skills, including the coordination of complex executive meetings
- Advanced knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
- Excellent communication, problem solving, prioritization and interpersonal skills.
- Experience scheduling travel arrangements for management
- High standards of ethics and confidentiality to handle sensitive information.
- Excellent written and oral communication skills.
- Ability to interact and work confidently with others at all levels.

Education and Experience

- A minimum of 10 years administrative and direct work experience.
- A minimum of 5 years’ experience supporting at the executive level.
- Business diploma is required, with a Bachelor’s degree given preference.

Job Types: Full time, Permanent

Pay: $90,000.00-$105,000.00 per year

Work Location: In person

📌 Executive Assistant (Canada)
🏢 Optiema
📍 Canada