Job Title

Our client is a very highly regarded international law firm who is seeking a Senior C-Suite Executive Assistant for their Calgary office. This 18 month contract role requires an individual who can provide high-quality, proactive, and value-added executive support in a dynamic and fast-paced environment. The Senior Executive Assistant will be an integral member of the team, offering essential organizational and strategic assistance to ensure the smooth operation of executive functions.The successful candidate will require a comprehensive understanding of the management of an executive office, organizational structure, priorities, commitments, and goals. The successful candidate must be collaborative and have a strong team mentality to be successful. The role requires exceptional communication skills and the ability to work both independently and with broad directives and/or minimal direction. The successful candidate must demonstrate a high standard of excellence, resilience, resourcefulness, and creative problem solving.This position deals with highly confidential information and requires the ability to exercise considerable discretion, judgment, and independent decision making. The position involves constant multi-tasking and the need to make independent decisions regarding the management of sensitive internal and external information.A varied, exciting and demanding role, the work is high volume and fast-paced and deals with a broad spectrum of internal and external issues, stakeholders, and priorities. Accuracy and attention-to-detail are essential in this environment with little to no room for error.Generally, the hours of work are from 8 am to 4 pm, however, due to the nature of the role some pre-authorized overtime and flexibility in core hours may be required. This is an in-office position, 5 days per week.RESPONSIBILITIESKey responsibilities will include, but will not be limited to:Act as an ambassador to the C-Suite Executives office, ensuring those engaging with them have a positive experience and works to positively influence the reputation of the C-Suite Executives office for guests, employees, and other stakeholders.Provide the full spectrum of administrative support to the C-Suite Executive, including managing correspondence, screening requests from internal and external parties, completing and approving expense reports, reconciling and approval of purchase orders and invoices.Strategically manage the C-Suite Executives calendars and schedules.Share information and feedback on behalf of the C-Suite Executive as appropriate, be open and receptive to questions, opinions, concerns, ideas, constructive criticism, etc.Take the lead role in the planning and execution of the C-Suite Executives commitments, including communications, meetings, presentations, reporting submissions, travel and events.Reviews and ensures completeness and accuracy of documents flowing to and from the C-Suite Executive office, including managing the storage and security of confidential files.Working collaboratively with relevant stakeholders, assists with drafting, collecting, and/or organizing accurate presentations, reports and correspondence for the C-Suite Executive to deliver to the Board and Committees, and to the Executive Leadership Team.Research and profile external contacts to help the C-Suite Executive prepare for engagements.Filter, delegate and respond to email, telephone, and social media correspondence on behalf of the C-Suite Executive.Attend meetings, presentations and seminars when delegated.Manage special projects when necessary.Gather data from the C-Suite Executives direct reports and coordinate necessary reporting.Brief the C-Suite Executive on relevant issues and provide the C-Suite Executive with reliable and timely advice, support, and liaison services, allowing him/her to focus on the delivery of the firms strategic priorities and goals.As required: coordination, collection, and management of Committee materials according to tight deadlines for quarterly Board and Committee meetings.Work with the full EA team to help coordinate meeting event management, including but not limited to travel arrangements, meeting room management, catering, dinners, etc.Qualifications:Post Secondary Diploma in Business or Management, or relevant discipline, required.5-7 years' experience in an Administrative role, or EA role preferredExceptional interpersonal skills (including oral and written communication); ability to exercise diplomacy and tactExcellent executive administrative skills and strong focus on attention to detailExcellent organizational and time management skills demonstrating the ability to use own initiative and work independentlyHighly motivated, proactive and enthusiastic team playerCommitment to Diversity and Inclusiveness is a mustAbility to work in a fast paced environment, demonstrating the ability to follow up and follow throughEvent management experience would be an assetProficiency with Windows MS Office Suite (Outlook, Word, Excel, PowerPoint), Internet and Intranet researchResourceful and flexible to work overtime as requiredFrench speaking not required, but an assetIf this sounds like the role you have been looking for, then we want to see your Resume! You can forward your Resume in confidence to Shona Tischner at shona@urbanlegal.ca We guarantee discretion and confidentiality. We thank all applicants for their interest, however, only those candidates selected for an interview will be contacted.