WHO ARE WE?
We've been serving Canadian clients for over 75 years. The companies that began independently and now form Dexterra Group have an outstanding record of supporting the infrastructure and built assets that play a vital role in our society and helping our clients achieve higher performance and productivity. Powered by passionate people, we bring the right teams with the right skills together – offering both experience and regional expertise so companies can operate their day to day, confidently and successfully.

Reporting to the Chief Operating Officer, the Executive Assistant will provide executive level administrative support as well as fulfill office management duties for the Calgary group office.  Duties include effective email and calendar management, preparing and managing internal communications, drafting internal and external correspondence, building and compiling presentations, organizing confidential reports, and managing projects in support of the COO.   Additionally, overseeing and managing the Calgary Group office to ensure a well-organized and effective office environment.  This position requires strict confidentiality and a very high professional standard of interaction with internal and external stakeholders as a representative of the COO. 

This role performs some or all the following duties:

• Manage the COO’s calendar, confidential e-mail, and document approvals;
• Prepare letters, memos, reports, and presentations;
• Assist with the preparation, review and analysis of documentation and agreements;
• Act as a liaison between the COO, internal departments, and external stakeholders;
• Schedule and coordinate monthly and quarterly communication sessions and quarterly meetings under direction of the COO;
• Schedule, coordinate, and attend monthly Leadership Team meetings;
• Coordinate logistics of meetings, seminars, workshops, special projects and events;
• Prepare expense reports for the COO;
• Establish and oversee well-run office processes including mail, courier, office supplies, and equipment maintenance as required;
• Act as the primary liaison with the building landlord and service providers;
• Manage the office seating plan, allocation of space, and logistics for office staff;
• Set up boardrooms with IT equipment, order catering and take care of logistics for all meetings for COO;
• Answer the telephone, take messages and transfer phone calls to the appropriate location and person
• Offer general assistance to guests and staff as required;
• Ensure boardrooms are kept tidy and clean;
• Receive, sort, and distribute mail (interoffice and external);
• General office duties including, filing, faxing, photocopying, bulletin posting
• Purchase office supplies as required;
• Open and close the office on a daily basis;
• Assist with the monthly Indigenous reporting and payment tracking;
• Other duties as required

• Successful completion a diploma/ degree/ certificate or equivalent from an accredited university or college in a relevant area of study (i.e. Business Administration, Legal, Commerce) is required;
• 10+ years of experience providing administrative support at a high level;
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite, Adobe Suite and Sharepoint; and
• Expert knowledge of standard office administrative practices and procedures.

Competencies

• Superior organizational and multi-tasking skills;
• Strong analytical approach to problem solving;
• Must be driven and motivated to exceed internal and external client expectations;
• Mature, polished, professional demeanor and collaborative style;
• Comfortable communicating with various internal and external clients;
• Strong attention to detail;
• Strong interpersonal, verbal and written communication skills;
• Able to effectively manage fluctuating workloads and adjust priorities to meet changing deadlines; and
• A clear understanding of confidentiality requirements of supporting a senior executive.

Dexterra Group is an equal opportunity employer committed to diversity and inclusion. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veterans’ status, Indigenous status, or any other legally protected factors. Disability-related accommodations during the hiring selection process are available upon request.