Job Overview

We are seeking a dynamic and highly organized Executive Assistant to join our team and support senior leadership in achieving operational excellence. This vital role involves managing complex schedules, coordinating communications, and handling a variety of administrative tasks with precision and professionalism. The ideal candidate will thrive in a fast-paced environment, demonstrate exceptional organizational skills, and possess a proactive attitude to ensure smooth daily operations.

This paid position offers an exciting opportunity to contribute to a forward-thinking organization committed to excellence and growth.

Responsibilities

- Manage and maintain executive calendars using Microsoft Outlook Calendar, scheduling meetings, appointments, and travel arrangements efficiently.
- Handle incoming calls with professional phone etiquette, screening and directing inquiries appropriately.
- Prepare, proofread, and edit correspondence, reports, and presentations to ensure clarity and accuracy.
- Perform data entry tasks accurately using Microsoft Office applications and Google Workspace tools, maintaining organized electronic and physical files.
- Coordinate meetings by setting up conference calls on multi-line phone systems, preparing agendas, and distributing materials in advance.
- Support bookkeeping activities by utilizing QuickBooks for invoicing, expense tracking, and basic financial record keeping.
- Assist with front desk responsibilities including greeting visitors, managing phone systems, and maintaining a welcoming office environment.




- Execute clerical duties such as filing documents, proofreading communications, and managing office supplies inventory.
- Utilize DocuSign for secure electronic signatures on contracts and important documents.
- Provide exceptional customer service by addressing inquiries promptly and professionally both in person and via email or phone.

Skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) along with Google Workspace applications for seamless collaboration.
- Solid organizational skills with the ability to prioritize tasks effectively in a busy environment.
- Excellent typing speed and data entry accuracy to handle multiple tasks efficiently.
- Experience with bookkeeping software such as QuickBooks for financial transactions and record management.
- Knowledge of office procedures including filing systems, document proofreading, and front desk operations.
- Demonstrated ability to manage multi-line phone systems with excellent phone etiquette.
- Familiarity with calendar management tools like Microsoft Outlook Calendar for scheduling complex appointments.
- Strong communication skills with a focus on professionalism in customer service interactions.
- Ability to adapt quickly to changing priorities while maintaining attention to detail.

Join us as an Executive Assistant if you’re eager to bring your organizational talents into a role that values proactive support, clear communication, and operational excellence! Pay: $28.65-$29.54 per hour

Expected hours: 40.0 per week

Work Location: In person

📌 Executive Assistant (Calgary)
🏢 NIHCI
📍 Calgary