Executive Assistant

We are looking for an Executive Assistant to join our Corporate team in Calgary, AB. Reporting to the Chief Executive Officer, you will provide comprehensive administrative support to Northview’s Chief Executive Officer and four-member Executive Team. The ideal candidate will be a highly organized, detail-oriented, efficient, and discreet with a strong ability to manage multiple tasks and priorities. This role is crucial in ensuring the smooth operation of the executive's office and the broader organization. Ability to develop strong relationships with internal and external stakeholders is key.

What you will do:

Calendar Management: Efficiently manage the executive's calendars by scheduling meetings, appointments, and travel arrangements. Prioritize and coordinate daily activities to ensure optimal time management.

Communication: Act as a liaison between the executive and internal/external stakeholders. Handle and direct all forms of communication, including phone calls, emails, and letters, ensuring prompt and appropriate responses representing the executive with professionalism and diplomacy. Provide occasional support and coverage to the Receptionist as required.

Meeting Coordination: Organize and prepare materials for meetings, including agendas, presentations, and follow-up documents. Attend meetings to take minutes and track action items as needed. Coordinate and schedule internal and external meetings and ensure all necessary materials and resources are prepared in advance.

Travel Arrangements: Plan and book travel, including flights, accommodations, transportation, conferences, and itineraries. Prepare travel expense reports and handle reimbursements.

Information Management: Draft, review, and manage correspondence, reports, presentations, and other documents. Ensure all documents are properly filed and accessible when needed. Organize and maintain electronic and physical files, ensuring quick retrieval and accessibility of important documents. Maintain the highest level of confidentiality in all interactions, handling sensitive information with discretion and integrity. Complete special projects and assignments by establishing objectives, determining priorities, monitoring progress, and forming creative solutions using critical thinking.

What you will bring:

Experience: A minimum of 3-5 years of experience as an Executive Assistant or in a similar role supporting senior executives.

Education: Post-secondary education with degree or diploma in Business Administration, Communications, or a related field is preferred.

Skills:

Exceptional organizational and time-management skills

Strong written and verbal communication abilities

Proficiency in Microsoft 365 tools (Teams, Outlook, SharePoint, Word, Excel, PowerPoint,) and other relevant software

Ability to multi-task and prioritize tasks in a fast-paced environment

Ability to maintain a high level of discretion and confidentiality

Strong problem-solving skills and the ability to work independently

Familiarity with project management tools and software is a plus

What we offer:

A competitive total rewards program that includes recognition for individual and corporate performance

Paid vacation

Health, dental and wellness benefits

Company matched Employee Unit Purchase Plan

A supportive and engaging working environment

Support for career and professional development

Position is located outside the downtown core, is close to the LRT and offers free parking

Northview Residential REIT (“Northview”) is a publicly traded real estate investment trust headquartered in Calgary, Alberta. Northview owns and operates over 14,600 multi-residential units, 1.25 million sq. feet of commercial space, and 200 executive suites across nine Canadian provinces and two territories. Northview prides itself on being a passionate, service-focused business committed to investing in our properties and people in service of our customers and stakeholders. With corporate and regional offices spread across our operating areas our team members are proud to live, work, and play in the neighborhoods we serve, next to our residents, hotel guests and commercial tenants.