Executive Assistant

EFC Group serves as a trusted provider of shared management services to a consortium of companies, empowering them to streamline operations, minimize expenses, and concentrate on their primary objectives. Our expertise lies in delivering comprehensive shared services across a spectrum of vital functions, encompassing executive leadership, finance, human resources, safety, and IT. By centralizing these critical operations, we enable our clients to optimize resources, enhance efficiency, and achieve sustainable growth.

EFC Group takes pride in being an equal opportunity employer committed to the principles of employment equity. We value diversity in our workforce and have made a commitment to ensure equitable representation of women, indigenous peoples, persons with disabilities and visible minorities at all occupational levels within our workforce. We believe that the diversity of our employees strengthens the company and furthers both individual and company successes.

EFC Group is committed to inclusivity, equity, and accessibility in the selection of our teams and throughout employment. If you require accommodation during the recruiting process, please let us know.

Our Calgary head office is seeking an experienced Executive Assistant to support our diverse operating companies. This is a full-time, in office position.

The Executive Assistant is a key strategic partner to the executive leadership team within the Avex Group of Companies, which includes Executive Flight Centre, Avjet, and Executive Aviation. This role combines high-level administrative support with project leadership responsibilities, ensuring smooth operations and driving initiatives that align with organizational goals. As a trusted partner to the leadership team, the Executive Assistant facilitates effective decision‑making, manages complex schedules, and oversees critical communications across executives and stakeholders.

The successful candidate will demonstrate exceptional professionalism, discretion, and judgment while handling confidential information and fostering collaboration throughout the executive function.

• Manage executive email inbox, elevating urgent matters and organizing communications.
• Coordinate calendar, meetings, and travel arrangements, including booking flights, hotels, and conference rooms.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Draft, edit, and proofread correspondence, presentations, reports, and business documents.
• Track priorities, deadlines, and follow‑ups across departments.
• Liaise with internal teams and external stakeholders on behalf of the executive team.
• Maintain secure and organized records and files.
• Assist with corporate integration and collaboration, and assist with managing various projects (events, strategic initiatives, innovation).
• Assist leaders with their expense accounts, ensuring expenses are submitted on time and accurately.
• Support the implementation, set‑up, and ongoing administration of the Employee Share Ownership Program (ESOP), including coordinating communications, maintaining accurate records, and liaising with internal stakeholders and external service providers.
• Travel to sites as required.
• Conduct research on a variety of initiatives.
• Proactively look for ways to enhance efficiency in processes.
• Maintain a tidy and orderly work area exhibiting pride in work performance and contributing to a healthy and safe work environment.
• Ensure exceptional, courteous and respectful customer service.
• Comply with and participate in the Company’s Health & Safety and Quality programs and initiatives.
• Perform any other duties as required.

• Strong professional written and verbal communication skills.
• Bilingual in French and English, both spoken and written, is an asset.
• Minimum 5 years of experience in a similar executive support role.
• Familiarity with employee incentive or ownership programs is an asset.
• Experience handling confidential information with discretion.
• Well‑developed interpersonal and communication skills, with the ability to communicate with individuals at all levels within and outside of the organization.
• Profi…