Executive Assistant

Calgary - Alberta - Canada - Energy - Oil & Gas - Project Management & Services - Academic Bachelor

We’re hiring an Executive Admin/Admin Assistant, for an Oil and Gas company, to join their team. This is a 6-month contract with long-term potential.

Feel free to contact

Marieke Bravo, Account manager

Apply now

About this role

Responsibilities

  • To have the knowledge regarding administrative duties while working independently, with little supervision.
  • Run confidential reports related to the Country Manager and create PowerPoint presentations, Word documents or Excel spreadsheets on results.
  • Knowledge of understanding agreements / contracts / leases regarding terms of conditions and diarization for the Country Manager.
  • Provide accurate word-processing support by composing and/or editing a variety of documents including many highly confidential correspondence, memoranda, contracts and proposals
  • Prepare and co-ordination of presentation materials related to the Country Manager.
  • Maintain effective operations regarding filing and meeting appointments for the Country Manager.
  • Collaborate with other administrative staff; sending faxes, copying documents, filing, sorting mail, and other general office.
  • Assist with planning daily, weekly, monthly, quarterly and annual events, tasks and obligations related to the Country Manager.
  • Receive incoming correspondence / mail, such as letters, memoranda, notices, policies and reports. Scrutinize and categorize them for the Country Manager in order of priority /importance / confidentiality. Forward the outgoing correspondence / mail to the concerned parties as required. Record the incoming / outgoing mail in registers /electronic form, for tracking purpose.
  • Ensure that all relevant papers and documents are readily available. Identifies items requiring urgency and the Country Manager's immediate action attach relevant documents and summarize contents, as required. Gather and compile information as requested; prepare related reports or documents.
  • Follow-up on the mail sent from Country Manager's office & other divisions and provide feedback to the manager.
  • Maintain the calendar of the daily appointments / reminders and inform the same to the Country Manager in advance. Liaise and coordinate with VP's Offices, other Managers' /
  • Team Leaders' offices and occasionally with subsidiary companies, Government officials and company employees for follow up, mail, queries, information etc.
  • Coordinate for scheduling appointments / meetings, within K-companies / outside agencies. Assist in organizing supervisor's day-to-day schedules in order to achieve maximum utilization of time available and making appointments with realistic scheduling. Track the meetings / attendance / follow up through MS Outlook. Prepare related schedules, agenda, documents and information for the manager.
  • Coordinate for booking the conference / meeting room for the Country Manager.
  • Screen the incoming calls and route them to the Country Manager.
  • Establish and maintain an up-to-date filing system, including strictly confidential files related to the Country Manager. Maintain up-to-date reference system for files.
  • Coordinate for external social functions for the Country Manager (maintaining invites for all social and business events).

About you

Requirements

  • Excellent written and verbal communication skills
  • High proficiency with MS Office Suite (Word, Excel, PowerPoint and Outlook). Experience dealing with senior executives
  • Detail oriented, extremely organized and structured
  • Superior communication (both oral and written), eye for detail and strong interpersonal skills
  • Exceptional organization and time management skills to be able to handle multiple tasks efficiently
  • High degree of professionalism, and the ability to maintain confidentiality
  • Ability to work independently with little direction
  • Exceptional organization and time management skills to be able to handle multiple tasks efficiently
  • Self-starter with highly developed resourceful problem solving, decision making and administrative skills
  • Ability to meet deadlines, proactive, and flexible with overtime
  • Acute attention to detail

What we offer

Why work with Brunel? We are proud to offer exciting career opportunities from over 100 offices globally in 42 countries. Advancing your career takes time and effort – let us match you to your ideal position.

About us

Brunel has a reputation for working with some of the best in the business. That’s what we continually strive for. Over 40 years, we’ve created a global network of interesting clients and talented individuals working together through a vast array of services.

Summary

  • Vacancy number: PUB236338
  • Location: Calgary
  • Market: Energy
  • hours per week: 40
  • Branch: Oil & Gas
  • Education level: Academic Bachelor
  • Area of Expertise: Project Management & Services
  • Closing date: Monday, December 2, 2019
Apply now

Feel free to contact

MB

Marieke Bravo

Account manager Brunel Energy Canada Calgary

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