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Executive Assistant

Alberta Innovates is seeking an Executive Assistant to provide professional and efficient administrative, accounting, digital tools and related corporate service coordination, technical and event support to the whole of the Marketing & Communications function, with high quality service to internal and external clients. This role supports the VP and Directors in advancing brand, digital, social and strategic marketing and communications that enable achievement of corporate and operational goals.

 

Are you our next Executive Assistant? You would be a good fit for this position if you:

  • Enjoy building positive and productive working relationships
  • Are resourceful, creative, and forward thinking; always looking to tackle new challenges
  • Are effective at working independently and making sound decisions

 

We are game changers

Alberta Innovates is a provincially funded corporation with a mandate to deliver 21st-century solutions for the most compelling challenges facing Albertans. We do this by building on our province’s research and technology development strengths in the core sectors of health, environment, energy, food and fibre, and platforms such as artificial intelligence, nanotechnology and omics. We are working with our partners to diversify Alberta’s economy, improve our environmental performance and enhance the well-being of Albertans through research and innovation.

Our subsidiary, InnoTech Alberta, offers a diversified range of scientific engineering and technological research and testing capabilities, and the facilities to support technology scale-up. Our multidisciplinary team has the depth of experience to work across all sectors, from energy to health to food and fibre. InnoTech Alberta offers you access to research talent, technical expertise, and unique facilities that can help accelerate technology development that serves both the private and public sector.

 

Intrigued? Here’s some more information about the position:

Job Details

Responsibilities include but are not limited to:

  • Ensures inbound communication in all forms, media and visitors are managed appropriately.
  • Answers routine/non-routine questions, obtains and furnishes information to support optimal M&C team performance and to maintain a positive brand reputation with stakeholders.
  • Produces and posts digital/ social content updates for website(s) and intranet.
  • Prepares correspondence, ensures executive and board reports are submitted and actioned.
  • Proofreads team documents (press releases, presentations, marketing/communication plans).
  • Fosters clear communications with internal and external clients that enables coordinated, high quality and timely response to business requirements and positive relationships.
  • Ensures all communication is handled with discretion and due diligence.
  • Assists department staff with deadlines, email replies, and actions; prepares advance briefs.
  • Ensures all meeting details (speaking notes/presentations, room bookings, agendas, catering) are managed efficiently to high professional standards.
  • Works with VP, Directors and Corporate Services partners to prepare department budget, review monthly expenditures, investigate variances and provide budget forecasts, etc.
  • Supports planning, coordination, AV production, follow-up evaluation and correspondence for public/virtual events and corporate sponsorships, including VIP facility tours and open houses.
  • Acts as peer coach and mentor for other Administrative roles in the enterprise.
  • Collaborates on joint projects with other Executive Support personnel.
  • Ensures all records, paper and electronic, are filed according to the organization’s Record Management System, and that information is tagged and entered correctly.

 

Qualifications and skills we are looking for;

  • Minimum a 2 year Certificate or Diploma from a recognized Business or Technical School.
  • Minimum 6 years of related experience.
  • Technology savvy with digital marketing tools and applications commonly used.
  • Ability to balance multiple priorities for self, supervisor and colleagues to ensure effective time management in a fast-paced environment, where there are tight deadlines and significant interruptions.
  • Excellent interpersonal and communication skills (written and oral).
  • Intermediate computer proficiency with advanced competency in Microsoft Office Suite & Dynamic 365.
  • Must be able to maintain high degree of confidentiality and professionalism.
  • Ability to work in team environment as well as independently.
  • Ability to problem solve and make intelligent decisions using good judgment and with little to no guidance.
  • Organized with strong attention to detail.
  • Self-motivated and willing to take initiative.
  • Ability to handle and prioritize multiple tasks, work in a fast-paced environment.
  • Detailed understanding of administrative/office management principles and practices, organizational operations and procedures and record keeping practices.
  • Driver’s License and ability to travel between sites.
  • Proficiency with the English language.

 

Why Alberta Innovates?

We offer our employees opportunities to work on projects that will expand their skill sets while witnessing the visible impacts of their efforts. We value the development of our employees and create opportunities for working in capacities that allow new skills to be learned. We know that the wellness of our team is the most important part of our business so we offer a strong benefits package and generous vacation and paid time off programs to promote work-life balance which includes flexible work and wellness programs.

 

At Alberta Innovates, we respect diversity and embrace an inclusive culture. We value uniqueness and different perspectives as they play a critical role in our success. To achieve this, individuals are selected based on qualifications, merit, and abilities and we encourage applications from all backgrounds to apply.  

 

The final candidate will be required to undergo a security clearance. All interviewees must be able to meet the requirement specified in the Physical Demand Analysis. This document will be supplied during the interview process to the successful candidate. This competition will remain open until a successful candidate is found.

ALBERTA INNOVATES IS COMMITTED TO THE PRINCIPLE OF EQUITY IN EMPLOYMENT AND ENCOURAGES APPLICATIONS FROM ALL QUALIFIED INDIVIDUALS. WE WISH TO THANK ALL APPLICANTS FOR THEIR INTEREST. HOWEVER, ONLY THOSE INVITED FOR AN INTERVIEW WILL BE CONTACTED.