Executive Assistant - Business Development & Marketing

Position Title: Executive Assistant

Location: Calgary, Alberta

Reporting to: Chief of Staff and VP, Business Development & Marketing

Key Areas of Accountability and Responsibility

Executive Support to the Vice President, Business Development & Marketing:

- Strategically manage the calendar of the VP, BD & Marketing by establishing scheduling priorities, considering long-term planning, anticipating key events, strategically blocking time for critical planning activities, and ensuring the use of the calendar is maximized to its maximum potential.

- Ensure that the VP, BD & Marketing is well informed regarding itineraries, venues, and meeting participants, and work proactively to ensure that all supporting information is gathered and reviewed in advance certifying the VP, BD & Marketing is fully prepared.

- Provide senior administrative support to the VP, BD & Marketing, including preparing agendas, minutes, scheduling strategic matters, and proactive review of incoming emails and correspondence to ensure action items are prioritized, tracked and addressed through the VP, BD & Marketing, using appropriate discretion or direction from Chief of Staff.

- Document and maintain an ongoing work plan for key responsibilities, deliverables, and deadlines.

- Plan, organize, and develop material for the VP, BD & Marketing’s team meetings and develop and manage an annual cycle for communications and updates to ensure deadlines for deliverables are met.

- Ensures that VP, BD & Marketing’s action items are effectively prioritized and addressed promptly through the VP, BD & Marketing, using appropriate discretion or direction from Chief of Staff.

- Ensures that action items originating from the VP, BD & Marketing are undertaken and completed in a timely fashion using effective project management practices and a solution-centric problem-solving approach.

Supporting the Business Development & Marketing team:

- Assist with overall administrative activities related to the BD & Marketing team, including goal setting, performance reviews, work schedules, organizing and assignment of workspaces, etc.

- Proactively undertake planning and management activities to support the BD & Marketing team in the effective and timely development, monitoring, and reporting of annual portfolio priorities, budgeting, and other key management team accountabilities.

- Provide administrative coordination for the BD & Marketing team, including compilation, editing, formatting of presentations, materials, and reports; assists with developing agendas and coordination of follow up items.

- Aid with the development of presentations, research, and briefing notes.

- Assist in coordination and setup of meetings, which may include multiple internal and external stakeholders, scheduling based on time sensitivity and arranging venues and IT, as required.

- Ensure the effective management of confidential and highly sensitive information.

- Develop and maintain knowledge base of the APMC policies, procedures, and guidelines, to foster strong and constructive working relationships with teams inside and outside of BD & Marketing serving as a resource.

Administrative Leadership

- Provide initial drafts and edit briefing materials for Board of Directors meetings.

- Work closely with the VP, BD & Marketing and Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

- Work with the HR and APMC Executive Support Team, coordinate BD & Marketing recruiting activities and manage applicants onboarding accordingly.

- Collaborate with the Executive Support Team for the offices of the Minister, Assistant Deputy Ministers, Executive Directors, and Directors to manage schedules and administrative deliverables.

- Coordinate the reconciliation and submissions of monthly expense reports for the VP, BD & Marketing in compliance with the APMC policies and procedures.

Special Project / Other Administrative Support

- Undertake a diversity of projects with timely completion while working collaboratively. Projects may require research and the synthesizing of complex data into reports for diverse audiences, including senior leadership, government, and Board of Directors.

- Periodically provide backfill for other administrative team members during absences and assist with organizational projects led by the Chief of Staff.

- Understand the APMC's structure, decision-making processes, and areas of jurisdiction enabling streamlined activities.

- Proactive in communicating and sharing information with the BD & Marketing Team and all appropriate constituencies and able to make judgment calls based on experience.

- Certify that all written communications originating from the VP, BD & Marketing’s office, and or behalf of the Chief of Staff, demonstrate a high degree of professionalism.

- Establish and maintain collaborative and positive relationships with staff and diverse constituencies, including private and public sector organizations, as well as local, provincial, and federal agencies.

- Establish processes for managing physical files and electronic information in compliance with electronic filing and retention policies and procedures and the organization's needs.

- Assist in preparing documents, reports, and presentations, including preparing correspondence, document design, PowerPoint presentation design, visually compelling organization of key data, data gathering, and coordinating the distribution of supporting documentation as required.

- Undertake self-managed projects as identified by the VP, BD & Marketing or Chief of Staff ensuring timely and accurate completion.

- Provide support in organizing and coordinate first aid and fire warden duties, ensuring all employees receive the training and certifications to respond effectively in emergency situations.

- Coordinate the planning of meetings and events, including scheduling, booking rooms and equipment, catering, and making travel arrangements for participants as necessary.

- Support the logistics involved in initiatives as defined by the VP, BD & Marketing.

Candidate Attributes, Professional Experience and Qualifications

The incumbent demonstrates an unwavering degree of the APMC values: performance, integrity, and collaboration. All APMC roles share the job competencies of adaptability, initiative, communication, interpersonal, results driven, and performance will be reflective of these competencies.

- Advanced education in business administration diploma or degree is considered an asset.

- Minimum of 5-7 plus years of experience working with C-Suite Executives.

- Preference for candidates with a familiarity with BD & Marketing.

- Direct work experience within the oil and gas commercial business with a background and knowledge across commercial functional areas (Deal Capture, Contracts, Scheduling, Risk, Invoicing & Accounting) is highly valued. Exposure to other energy industry segments will contribute to success in the role (natural gas, liquids, petrochemicals, foreign exchange, tax, legal, etc.).

- Strong attention to detail and the ability to manage efficiently in a fast-paced, multi-tasked environment with grace, positivity, and a calm demeanour.

- Proven organizational and time management skills.

- A resourceful teammate that is proactive and demonstrates flexibility in adjusting to changing and often ambiguous work priorities.

- Ability to apply discretion and autonomy to make decisions within defined parameters.

- Strong verbal and written communication skills.

- Excellent interpersonal skills and the ability to work with different various levels of the organization and leadership.

- Advanced proficiency with Microsoft Office Suite (e.g.: Excel, Word, Visio, PowerPoint, Outlook, SharePoint).

- Excellent time management skills to ensure effective completion of all day-to-day activities.

- Ability to handle multiple issues/tasks seamlessly and calmly while consistently demonstrating respect and integrity.

- Flexibility to work overtime, if required, to address urgent matters or tight deadlines.