Intermediate
Full Time Position in Calgary, AB

Executive Assistant

We’re looking for a detail-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, eager to learn, and self motivated. In addition, they must be diligent with timelines, able to anticipate needs, and a proactive listener who is able to understand and execute tasks fully, in a fast-paced environment. Having strong communication skills (written and verbal), professional demeanour, a can-do attitude, and prior experience as an administrative/executive assistant is a must. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Tiller maintains a hybrid work policy, with employees working in-office on Monday, Tuesday, and Friday, with the option to work from home on Wednesday and Thursday. This role may require additional in-office time to ensure full support of the CEO’s agenda and objectives.

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.
  • Read, analyze, and prioritize incoming mail, emails, and other correspondence, and action appropriately (action, referral, or response).
  • Exercise judgement to reflect our CEO’s style and our team principles.
  • Answer and route calls, and follow up as needed.
  • Greet guests and create a welcoming environment.
  • Prepare reports, documents and spreadsheets as needed.
  • Provide sophisticated calendar management for our CEO by prioritizing inquiries and requests, resolving conflicts, and using sound judgement to ensure an effective and efficient use of her time.
  • Work closely with our CEO to keep her well informed of upcoming commitments and responsibilities. Act as a “barometer” – having a sense for any issues taking place in the environment and keeping our CEO updated.
  • Anticipate the CEO’s needs in advance of meetings, conferences, and offsites by providing reading material, confirming dates, times and locations, etc. Prep material for meetings and occasionally attend to provide assistance.
  • Help prepare proposals and pitch decks, follow up with prospects, and help to maintain and update prospect, client, and vendor contact details in Hubspot.
  • Help with recruiting activities such as scheduling interviews, gathering and organizing relevant candidate information prior to interviews, and managing candidate assessments and follow-ups.
  • Onboard new employees and continue to develop 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.
  • Perform 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.
  • Assist in the selection of vendors, services, and supplies for the successful operation of the organization.
  • Assist in the completion of grant applications and other similar application forms.
  • Provide event management and marketing support as needed.
  • Invest in building long-lasting relationships both externally and internally, and be a champion of Tiller’s culture.
  • Other projects and duties as assigned for the overall benefit of the organization.
You may be a fit for this role if you:
  • Have 2+ years of prior administrative/executive assistant experience.
  • Maintain a high level of integrity and discretion, especially when it relates to confidential material.
  • You are a strong team player who can inspire others to contribute and collaborate.
  • Open to others’ points of view and take feedback as an opportunity to learn.
  • Are a self-starter and able to work independently with little or no guidance.
  • Proactively ask for additional tasks when duties have been completed.
  • Have strong problem-solving and decision-making skills.
  • Have a positive can-do attitude, are resilient, and able to work through issues and solve complex problems.
  • Can 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.
  • Prioritize projects and workload appropriately.
  • Have excellent written and verbal communication skills (including presentation skills).
  • Are highly detail-oriented, organized, and thorough.
  • Have the ability to research and report 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 agency environment.

Join our team.

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