Executive Assistant (12-months)

Reporting to the Chief Financial Officer (CFO), you will maintain their executive work schedule and calendar including triaging and prioritizing incoming meeting requests. Scheduling meetings, conference calls, coordinating agendas and meeting materials, and recording minutes.

Facilitate CFO preparedness for meetings and other obligations by reviewing all meeting invites and agendas and preparing materials.

Develop, prepare and produce written correspondence, presentations and reports, including Board reports, within established timelines.

Ensure critical deadlines are met, acting as liaison with internal business units and external partners as required.

Review financial statements, budgets, and related finance materials for consistency, formatting, content accuracy, and overall quality.

Coordinate administrative processes such as signing authorities and system access, ensuring requests are completed accurately and in a timely manner.

Coordinate and organize town halls and other Finance events, including logistics, materials, invitations, and follow-up activities.

Code and track invoices against contracts for investment fees, audit, tax, pension and consulting fees and complete monthly expense claims.

Maintain and update Finance-related content within the Backyard (intranet) site.

Serve as back-up support for board-related activities, including meeting preparation, materials coordination and posting, and follow-up as required.

Lead a strong administrative and organizational process to support the executive.

Maintain the strictest of confidence when handling sensitive and confidential information.

Ability to work and communicate effectively with many levels within the organization to ensure appropriate support is provided and work is accurately executed.

You have a Certificate or Diploma in Business Administration, or a recognized Office Assistant Program or equivalent education and experience is preferred.

At least 5 years of experience in an Executive Assistant role.

Experience working with senior board of directors and executives.

Experience working with financial statements/information/reports, corporate governance and executive management, board governance procedures and drafting and maintaining thorough board minutes and records of decisions.

Capable of managing competing priorities and assignments with ease, calm and unflinching accuracy in a deadline-oriented environment.

Computer skills with in-depth knowledge and experience with Microsoft Office Suite (Word, PowerPoint, Excel), Adobe Acrobat and Visio.

Strong organizational and time management skills.

Belonging Matters Here AMA is committed to providing an inclusive, respectful, and accessible environment. If you require an accommodation at any time during our recruitment process, please contact recruitment@ama.ab.ca . We’ll work with you to feel supported throughout your journey with us.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.