Executive Assistant

Are you a highly organized professional looking to elevate your career within business administration? Randstad Professional is currently seeking a talented Executive Assistant for an exciting 2-month temporary placement in Calgary, Alberta, with a strong possibility for an extension. In this versatile role, you will act as the operational anchor for a major national agricultural association, providing high-level administrative support to executive leadership and overseeing the day-to-day office environment. This position is perfect for an accomplished Executive Assistant, Office and Operations Coordinator, or Executive Administrative Assistant who thrives in a fast-paced environment and enjoys managing a blend of executive scheduling, stakeholder communication, and high-profile meeting logistics.

As an Executive Assistant working with our client, you will report directly to the Controller while collaborating closely with the Chief Executive Officer (CEO), General Manager (GM), and board members. This position is a cornerstone of the organization’s business administration framework, ensuring that executive requests are handled seamlessly, physical and digital files are meticulously maintained, and financial administrative tasks like invoice coding are executed accurately. By managing complex calendars and acting as a trusted point of contact for internal and external stakeholders, the chosen Executive Assistant will directly contribute to the smooth operation of national advocacy efforts. If you are an administrative expert who takes pride in driving operational efficiency and handling high-level coordination with poise, our recruiters want to connect with you.

Advantages
• Competitive hourly pay rate ranging between $25.00 and $30.00 per hour, commensurate with experience.
• Gain valuable experience working within a prestigious, national industry association representing thousands of Canadian producers.
• Convenient central office location in Calgary, Alberta, with a collaborative, professional, and supportive team culture.
• Opportunity for contract extension based on performance and ongoing organizational operational needs.
• Weekly pay schedule with seamless digital timesheet submission through Randstad.

Responsibilities
• Provide daily administrative support to the executive division and lead the administrative management of the Calgary office.
• Deliver comprehensive executive assistance to the CEO and GM, including managing complex calendars, scheduling meetings, and prioritizing executive requests.
• Own the end-to-end management of major corporate events, including Annual General Meetings (AGM), semi-annual meetings, and quarterly director meetings.
• Coordinate all meeting arrangements, distribute communications to attendees, prepare and distribute critical board packages, and handle precise minute-taking and finalization.
• Support auxiliary meeting planning and coordination at the staff, board of directors, and specialized committee levels.
• Act as the primary, professional point of contact for board members, provincial managers, and external industry stakeholders.
• Arrange complex travel itineraries, accommodations, and expense logistics for staff, board members, and partner organizations.
• Supervise digital document control within SharePoint alongside managing the office's physical file repository.
• Oversee financial administrative support by executing invoice and receipt coding, verifying documentation, and routing approvals.
• Adapt to emerging administrative requirements and execute specialized operational duties as assigned by leadership.

Qualifications
• Advanced proficiency in executive calendar management and corporate scheduling software.
• Exceptional meeting coordination skills, including verified experience managing large-scale AGMs and writing board-level minutes.
• Mastery of Microsoft Office 365, with intermediate to advanced expertise in SharePoint document library management and file structuring.
• Strong foundational knowledge of corporate bookkeeping practices, specifically invoice coding, receipt reconciliation, and expense tracking.
• Superior verbal and written communication skills suitable for interacting with high-level executives, board members, and provincial stakeholders.
• Outstanding organizational agility and time-management skills, with a proven ability to manage competing priorities under tight deadlines.
• Discretion and high emotional intelligence when handling confidential executive, financial, and organizational data.

Summary
At Randstad, we are your partner for talent, helping you build a successful career in business administration that offers professional fulfillment. Our recruiters are specialized experts in their fields and are ready to advocate for your success, connecting you with top-tier employers who value your unique administrative expertise. If you are a proactive professional ready to step into a dynamic Executive Assistant role, we encourage you to apply today on our website or reach out directly to our recruitment team to take the next step in your career journey.

If this position isn’t the perfect fit for your goals, reach out to explore other opportunities that match your professional ambitions!

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.