Virtual Assistant supporting BOLD Magazine’s independent fashion, lifestyle, culture, and technology publication. Managing editorial workflows, administration, social media, and partnership research remotely.
About the role
- Executive Assistant supporting Finning Canada's Vice President and senior leaders. Managing calendars, events, reporting, communications, and strategic operational support in Edmonton.
Responsibilities
- Support the Vice President, Service Operations, and provide administrative and operational support to General Managers, Vice Presidents, and Managers as required
- Manage complex and dynamic executive calendars, prioritizing meetings and scheduling requests
- Coordinate domestic and international travel arrangements, including itineraries, accommodations, and transportation
- Prepare and submit expense reports and related documentation
- Ensure executives are prepared for meetings and business engagements
- Organize and coordinate leadership meetings, offsites, and executive events
- Prepare and distribute agendas, presentations, meeting materials, and follow-up documentation
- Arrange meeting logistics, including venue bookings, virtual meeting setup, catering, and attendee communications
- Capture meeting minutes, track action items, and ensure timely follow-up
- Draft, edit, and manage executive-level correspondence, presentations, reports, and communications
- Serve as a liaison between senior leadership and internal and external stakeholders
- Distribute and coordinate monthly statements, reports, consolidated operating reports, and other business documentation
- Follow up with branches and departments to ensure timely submission of required reports and information
- Assist with reviewing and investigating operating statement variances and reporting findings
- Support strategic initiatives by coordinating deliverables, tracking progress, and facilitating cross-functional collaboration
- Maintain confidential records, projects, correspondence, and sensitive business information
- Streamline administrative processes and recommend improvements
- Build and maintain relationships with leaders, employees, customers, and external partners
- Conduct research, gather data, and prepare reports for leadership decision-making
- Assist with project coordination, special assignments, and business initiatives
- Proactively identify issues, remove barriers, and anticipate executive needs
Requirements
- 5+ years of experience supporting senior leaders, executives, or C-suite stakeholders in a complex business environment
- Previous experience providing executive-level administrative and operational support
- Exceptional organizational, planning, and time management skills
- Strong verbal and written communication skills with the ability to interact professionally at all levels of the organization
- Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams
- Demonstrated ability to manage multiple priorities while maintaining accuracy and attention to detail
- Strong analytical, problem-solving, and decision-making skills
- Ability to handle sensitive and confidential information with the highest level of discretion
- Professional presence with outstanding interpersonal and stakeholder management capabilities
- Experience supporting multiple senior leaders within a corporate or operational environment
- Experience coordinating leadership meetings, events, and business reporting
- Post-secondary education in Business Administration, Office Administration, or a related discipline is considered an asset
Benefits
- Equal opportunity employment and commitment to diversity and inclusion
- Reasonable accommodations/adjustments during the recruitment process for individuals with disabilities
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Location requirements
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