Executive Assistant to the CEO and Board Chair

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Number of positions available: 1

Status: Full-Time

Closing Date: May 3rd 2024

 

OUR TEAM

We are more than just planes and tarmacs. Our purpose travels beyond our runway into the communities we serve. We are about connections, stories, and life-defining adventures. We are committed to fostering an environment where our people are rewarded through meaningful work experiences.

The Calgary Airport Authority manages and operates YYC Calgary International Airport and YBW Springbank Airport and collaborates with the many partners who make up YYC - from airlines to government agencies and retail outlets. This is an exciting time to join our #YYCCrew and drive YYC forward as one of Canada"s best airports!

WHAT YOU WILL DO

As the Executive Assistant to the CEO and Board Chair, you will play a pivotal role in supporting the efficient and effective organization of the Executive and Board offices. This position requires a highly organized, proactive, and professional individual who can handle a wide range of administrative tasks with discretion and confidentiality. You will be the primary point of contact for internal and external stakeholders, ensuring smooth communication and coordination on behalf of the CEO and Board Chair.

RESPONSIBILITIES INCLUDE

• Provide support services to the Board Chair and Board of Directors through coordination of their activities. This includes coordination of activities and communications with the CEO, Executive Leadership Team (ELT), legal counsel, auditors, political contacts, and representatives of multiple organizations, as well as coordination of travel, and conference registration/participation and preparation.
• Coordinate and organize special events on behalf of the Board Chair and Board of Directors, that arise, within established budget parameters.
• Provide support and assistance to the CEO in all matters of corporate administration, including those of a confidential matter. Maintain schedules, and prioritize requests for meetings and speaking engagements. Review incoming mail and independently respond to matters of a routine nature.
• Coordinate CEO and Board Directors travel activities, which includes communication with travel agents and registering for seminars & conferences. Ensure and maintain that all relevant information about travel and respective conferences is compiled completely.
• Accompany CEO and Board Chair at required public speaking engagements (including after-hour events) to coordinate and facilitate technical requirements of the presentations.
• Advise Executive and Senior Management on any business arising regarding weekly/monthly meetings.  Ensure action items identified from ELT offices are completed and reported.
• In collaboration with the EAs, takes the lead on coordinating special events such as annual Stampede Hosting Events, and Golf Tournament; administers use and distribution of corporate tickets.
• Partner with the Communications Team in coordinating internal events such as Town Halls.
• Oversight and management of financial tracking of CEO and Board expenses, reconciling monthly statements and ensuring that reports and receipts are submitted for payment in a timely manner. Custodian of corporate credit card ensuring that its use is limited to purposes authorized by The Authority. Submit monthly VISA reports.
• Track and coordinate O&M Budget monthly ensuring budget compliance.
• Management of account with Corporate Travel Provider. Assist employees with processes outlined in the corporate travel policy. Accountable monthly for reconciling the credit card statement dedicated to corporate air travel.
• Coordinates a large variety of activities and events related to YYC’s corporate strategy.
• This may include setup and support for the strategy portfolio of projects, facilitating and tracking projects, providing solutions as needed and monitoring progress.
• Create professional presentations, as and when required. Assist in the development of content by further researching, as required.
• Book meetings, attend and take meeting minutes and action lists, and coordinate regarding the follow-up of action items.
• Act as point of contact for guests and external partners.

WHAT YOU BRING

• Minimum 10 years experience in an Executive Assistant role or in a role providing senior-level administrative support.
• Experience creating and implementing major corporate projects and events.
• A proven ability to plan and organize yourself and others and consistently be ‘one step ahead’ working to thoughtfully pre-empt and fulfil the Executive’s needs.
• A flexible and team-focused attitude and willingness to take on different tasks or work occasional overtime if required.
• Expert knowledge of Windows-based computer-related skills (Word, PowerPoint, Excel & Teams).
• Strong professional communication skills required for interactions with a diverse audience of senior-level leaders, internal and external, including the Executive Leadership Team and members of the Board of Directors.
• Ability to develop and manage complex working relationships cooperatively and collaboratively.
• Must be able to obtain and maintain a Restricted Area Identification Card (RAIC)

 

Our Values:

We are ACCOUNTABLE. We take ownership and step up to get the job done.

We are CUSTOMER-FOCUSED. We consider the customer in all that we do.

We are COLLABORATIVE. We are stronger when we reach out and work as a team.

We are RESILIENT.  We are able to withstand or recover quickly from difficult conditions.

We are CREATIVE. We strive to find new and better ways of doing things.

Are you looking for the journey of a lifetime? One that’s focused on creating effortless and memorable experiences for millions of guests and travelers each year. Click the apply button for your chance to learn how you can be a part of one of Alberta’s Top Employers.

The Calgary Airport Authority is an equal opportunity employer committed to diversity, equity, and inclusion. We encourage all qualified applicants to apply including women, Indigenous people, persons with disabilities, members of visible minorities, members of the 2SLGBTQ+ community, and others who may contribute to organizational diversification of ideas.

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