Intermediate
Full Time Position in Calgary, AB

Executive Assistant

We’re looking for a highly detailed-oriented and self-motivated Executive Assistant to join our growing team. This role will report to Chantelle Little, our Founder & CEO. The ideal candidate will be highly organized, positive, solution-minded, trustworthy, a quick learner, and a self-starter. In addition, they must be diligent with responses and follow-ups, proactive with anticipating needs and a good listener who is able to understand and execute tasks fully that are delegated to them in a fast paced environment. Having strong communication skills (written and verbal), professional demeanor, a can-do attitude, and prior experience as an administrative/executive assistant is a must. Interest and experience in marketing and/or sales is a plus. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

What you get to do:
  • Complete a broad variety of administrative tasks and special projects that facilitate the CEO’s ability to effectively lead Tiller.
  • Reading, analyzing, and prioritizing incoming mail, emails, and other correspondence and handling as needed (action, referral, or response – exercising judgement to reflect our CEO’s style and our team principles).
  • Answering phones, routing calls to the correct person, and following up as needed.
  • Welcoming guests to our office and helping to create a comfortable environment.
  • Preparing reports, documents, and spreadsheets as needed.
  • Provide sophisticated calendar management for our CEO. Prioritize inquiries and requests while troubleshooting conflicts and making judgements or recommendations to ensure smooth day-to-day engagements.
  • Work closely with our CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping our CEO updated.
  • Anticipate CEO’s needs in advance of meetings, conferences, etc. Helping prepare for meetings and at times sitting in on meetings to take notes.
  • Helping with preparing proposals and pitch decks, following up with prospects, and helping to maintain and update prospect, client, and vendor contact details in Hubspot.
  • Helping with recruiting activities such as scheduling interviews, gathering and organizing relevant candidate information prior to interviews, managing candidate assessments, as well as managing follow-ups.
  • Responsible for aspects of new employee onboarding as well as the continued development of our onboarding processes.
  • Responsible for software installation, setup, and upgrades.
  • Basic bookkeeping tasks such as creating expense reports, managing various software expenses, etc. Primary bookkeeping and finance activities are managed by our Finance team.
  • Performing office related duties such as managing ongoing maintenance (snow removal, lawn care, etc), tech matters (e.g. boardroom tech, alarm system, etc.), and purchasing office supplies (e.g. coffee!) and equipment (e.g. laptops, adapters, etc) when needed.
  • Assisting in the selection of vendors, services, and supplies for the successful operation of the organization.
  • Assisting in the completion of grant applications and other similar application forms.
  • Provide event management and marketing support as needed.
  • Occasionally helping with personal matters such as scheduling vehicle maintenance.
  • Other projects and duties as assigned for the overall benefit of the organization.
  • Invest in building long-lasting relationships both externally and internally, and being a champion of Tiller’s culture.
You may be a fit for this role if you:
  • 2 year associate’s degree in business management or a related field.
  • 3+ years of prior administrative/executive assistant experience.
  • Are able to maintain a high level of integrity and discretion in handling confidential information.
  • Are a strong team player who can easily inspire others to contribute and collaborate.
  • Are able to see other people’s points of view and take feedback.
  • Are a self-starter and are able to work independently with little or no guidance.
  • Pro-actively ask for additional tasks when duties have been completed.
  • Have a proactive approach to problem-solving with strong decision-making skills.
  • Have a positive can-do attitude, are resilient, and are able to work through issues and solve complex problems.
  • Are able to complete a high volume of tasks and projects while meeting deadlines in a fast-paced quickly changing environment.
  • Have the ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Ability to switch gears at a moment’s notice.
  • Are able to organize daily workload by priorities.
  • Have excellent written and verbal communication skills (including presentation skills).
  • Are highly detail-orientated, organized, and thorough.
  • Have experience analyzing information and reporting research results.
  • Have experience using a Mac environment.
  • Have experience using various software tools, such as Google Docs, Google Sheets, Google Slides, Slack, Hubspot, etc.
  • Thrive in an intense, do-it-yourself, agency environment.

Join our team.

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