Executive Assistant
Job Summary:
The Executive Assistant will provide proactive, high-level administrative and strategic support to the owner and CEO of Jeff Cooke Insurance. The ideal candidate is a resourceful and adaptive problem-solver who can anticipate needs and streamline workflows to maximize the executive's efficiency and effectiveness. The role requires exceptional organizational skills, impeccable discretion, and the ability to manage multiple priorities in a fast-paced, dynamic environment.
Responsibilities:
Manage a complex and dynamic calendar, including scheduling and coordinating internal and external meetings, conferences, and appointments.
Serve as the primary point of contact and liaison for internal and external stakeholders, screening and directing inquiries and ensuring professional communication.
Coordinate all business-related travel logistics, including flights, accommodations, transportation, and detailed itineraries.
Prepare and manage confidential correspondence, reports, presentations, and other documents.
Attend meetings, accurately record minutes, and track follow-up items to ensure completion.
Manage and process expense reports, invoices, and other administrative tasks.
Organize and maintain a highly efficient filing system for both physical and electronic documents.
Assist with special projects and company-wide initiatives as needed, conducting research and providing analytical support.
Plan and coordinate company events, meetings, and off-site activities.
Maintain a high level of professionalism and confidentiality at all times, handling sensitive information with discretion and good judgment.
Required Skills and Qualifications:
Proven experience as an executive assistant or in a similar administrative role supporting C-level or senior management.
Exceptional written and verbal communication skills.
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and other office productivity tools.
Strong organizational and time-management skills with the ability to prioritize and coordinate multiple concurrent projects.
A proactive approach to problem-solving and decision-making.
The ability to work autonomously and manage tasks with minimal supervision.
High level of discretion and the ability to handle confidential information with integrity.
Flexibility and adaptability to changing priorities and a demanding schedule.
Experience with calendar management software (e.g., Google Calendar) and collaboration tools is a plus.
Education and Experience:
A bachelor's degree is preferred, or an acceptable combination of relevant experience and education.
or more years of experience in an administrative support role, with significant experience reporting directly to upper management.
Benefits and Compensation:
Extended Healthcare, Dental and Drug Coverage, Fitness Centre Membership, 4 Weeks Paid Vacation, and Group RRSP with matching.
Base salary $55,000 to $61,500.00 with annual cost of living increases.
Must have a vehicle and the ability to travel between and work from either of our two offices. This is an in-person opportunity with no remote work. Hours are Monday to Friday from 8:45AM to 4:45PM.
North Office: Vista Heights Professional Centre: 1933 18 Ave NE, Suite 201, Calgary, AB.
South Office: Douglasdale Professional Centre: 11420 27 St SE, Unit 311, Calgary, AB.
