Pay: $55,000–$73,000, plus benefits and RSP matching
Team environment: The College is a small, collaborative team that primarily works remotely. Everyone has significant ownership over their work; we trust each other to identify priorities and opportunities, solve problems, and follow through to completion. While support is always available, you’ll be most successful if you’re comfortable working in a high-autonomy environment, can operate with minimal direction, confidently manage your area of responsibility, and deliver reliably. We’re a high-trust environment that depends on everyone executing in their role, while helping out the rest of the team when there’s a need.
Working arrangements: The team primarily works remotely in Edmonton. We generally meet once per week in our southside office for a 3-hour team meeting. During the winter months, meetings are more commonly virtual. There’s free on-site parking and convenient access to a bus route. Meeting frequency is reviewed periodically to ensure good support for business operations.
Reports to: CEO/Registrar
Employment type: Full-Time Permanent (37.5 hours/week)
Timelines: Applications will be accepted until July 10, with interviews anticipated the week of July 20. Interviews will be in person at our office (9426 51 Ave NW, Edmonton, AB T6E 5A6).
Key responsibilities
Reporting to the CEO, the executive assistant delivers a wide variety of high-level administrative support to the entire organization. You’re proactive and detail oriented, with a proven ability to succeed in a high-autonomy environment and operate with minimal direction.
- Improve the CEO’s workflow and effectiveness by proactively identifying and taking over appropriate administrative and operational tasks, freeing the CEO to focus on high-priority initiatives.
- Continually assess the CEO’s workload and exercise sound judgment to identify opportunities to assume responsibility for work that can be effectively managed without executive involvement.
- Manage the CEO’s calendar and inbox (Microsoft Outlook).
- Handle invoices by liaising with accounting.
- Administer various programs by sending required correspondence and tracking usage.
- Monitor and respond to general email inquiries.
- Answer the main phone line, appropriately addressing a range of inquiries from regulated members.
- Audit registration and renewal records to ensure regulated members are complying with registration and renewal processes, such as continuing competence activities, insurance, practice hours, etc.
- Manage the process and workflow for Council and committee administration. Attend meetings, develop agendas, write meeting minutes per Robert’s Rules, maintain action lists, follow up on action items and deliverables, ensuring adherence to Council and committee workplans.
- Be the key point of contact for committee members for logistical and administrative support.
- Assist the CEO when required for Council administrative support.
- Manage onboarding for Council and committee members, including adding members to software systems and ensuring paperwork is complete.
What success looks like
By week 2, you’ll be expected to manage the CEO’s calendar and inbox.
By week 4, you’ll have taken over the general inquires inbox and main phone line.
Identify opportunities to improve administrative processes and bring forward recommendations.
Proactively identify work that needs to be done and follow tasks through to completion without frequent reminders or close supervision.
Minimum education and experience
Education: One-year certificate in Office Administration or a related field.
Experience: Two years of related executive support experience.
Required skills
- Ability and willingness to use provided IT equipment, including a Windows laptop.
- High comfort and self-sufficiency with technology, including the ability to troubleshoot common issues with computers and software. You don’t have to be an IT expert, but you should have some tech savviness.
- Excellent working knowledge of common software programs such as SharePoint, Outlook, Microsoft Office Suite, and Adobe Creative Suite.
- High attention to detail, ensuring accuracy and thoroughness.
- Demonstrated ability to independently prioritize work, self-manage, make sound decisions, and follow through with minimal direction.
- Demonstrated ability to take initiative, own your work, and proactively improve how things are done.
- Comfortable working in a dynamic environment, with potential changes to workflow and responsibilities.
- Fluent in English.
Nice to have
Experience in a regulatory environment is an asset.
Experience with OnBoard.
How to apply
In addition to your resume, include a short cover letter with your salary expectations and value-added wants. Applications without a letter will not be considered.
We thank everyone for their interest.
Only applicants selected for an interview will be contacted.
Job Types: Full-time, Permanent
Pay: $55,000.00-$73,000.00 per year
Benefits:
- Dental care
- On-site parking
- Paid time off
- RRSP match
- Vision care
- Work from home
Application question(s):
- Paste a short cover letter (2 paragraphs) that includes salary expectations and value-added wants.
Experience:
- executive support: 2 years (required)
Language:
Work Location: Hybrid remote in Edmonton, AB T6E 5A6
