Executive Assistant - Business Development & Marketing

Position Title:

Executive Assistant

Location:

Calgary, Alberta

Reporting to:
Chief of Staff and VP, Business Development & Marketing

Executive Support to the Vice President, Business Development & Marketing:

• Strategically manage the calendar of the VP, BD & Marketing by establishing scheduling priorities, considering long-term planning, anticipating key events, strategically blocking time for critical planning activities, and ensuring the use of the calendar is maximized to its maximum potential.
• Ensure that the VP, BD & Marketing is well informed regarding itineraries, venues, and meeting participants, and work proactively to ensure that all supporting information is gathered and reviewed in advance certifying the VP, BD & Marketing is fully prepared.
• Provide senior administrative support to the VP, BD & Marketing, including preparing agendas, minutes, scheduling strategic matters, and proactive review of incoming emails and correspondence to ensure action items are prioritized, tracked and addressed through the VP, BD & Marketing, using appropriate discretion or direction from Chief of Staff.
• Document and maintain an ongoing work plan for key responsibilities, deliverables, and deadlines.
• Plan, organize, and develop material for the VP, BD & Marketing’s team meetings and develop and manage an annual cycle for communications and updates to ensure deadlines for deliverables are met.
• Ensure that VP, BD & Marketing’s action items are effectively prioritized and addressed promptly through the VP, BD & Marketing, using appropriate discretion or direction from Chief of Staff.
• Ensures that action items originating from the VP, BD & Marketing are undertaken and completed in a timely fashion using effective project management practices and a solution-centric problem‑solving approach.

Supporting the Business Development & Marketing team:

• Assist with overall administrative activities related to the BD & Marketing team, including goal setting, performance reviews, work schedules, organizing and assignment of work spaces, etc.
• Proactively undertake planning and management activities to support the BD & Marketing team in the effective and timely development, monitoring, and reporting of annual portfolio priorities, budgeting, and other key management team accountabilities.
• Provide administrative coordination for the BD & Marketing team, including compilation, editing, formatting of presentations, materials, and reports; assists with developing agendas and coordination of follow‑up items.
• Aid with the development of presentations, research, and briefing notes.
• Assist in coordination and setup of meetings, which may include multiple internal and external stakeholders, scheduling based on time sensitivity and arranging venues and IT, as required.
• Ensure the effective management of confidential and highly sensitive information.
• Develop and maintain knowledge base of the APMC policies, procedures, and guidelines, to foster strong and constructive working relationships with teams inside and outside of BD & Marketing serving as a resource.

Administrative Leadership

• Provide initial drafts and edit briefing materials for Board of Directors meetings.
• Work closely with the VP, BD & Marketing and Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Work with the HR and APMC Executive Support Team, coordinate BD & Marketing recruiting activities and manage applicants onboarding accordingly.
• Collaborate with the Executive Support Team for the offices of the Minister, Assistant Deputy Ministers, Executive Directors, and Directors to manage schedules and administrative deliverables.
• Coordinate the reconciliation and submissions of monthly expense reports for the VP, BD & Marketing in compliance with the APMC policies and procedures.

Special Project / Other Administrative Support

• Undertake a diversity of projects with timely completion while working collaboratively. Projects may require research and the synthesizing of complex data into reports for diverse audiences, including senior leadership, government, and Board of Directors.
• Periodical…