Executive Assistant to the President/Marketing Assistant
Environmental Refuelling Systems Inc 3 reviews - Calgary, AB

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Environmental Refuelling Systems (ERS) is an Alberta-based company specializing in high-demand, on-time remote fuel management. This dynamic growing company is looking for an Executive Assistant/Marketing Assistant for our Calgary operations.
This position is responsible for providing administrative and daily office support to the Co-President in the Calgary office. This role also assists with the coordination of all marketing and promotional projects for the sales and business development of ERS.

Duties and Responsibilities

Executive Assistant

  • Liaise with the Edmonton, Fort McMurray, and Yukon offices ensuring timely communication and updates; always helping with the transition of information to managers and staff
  • Document creation: receiving brief notes from the Co-President and transforming them into comprehensive memos or letters and circulating them to the appropriate parties
  • Compile, process, and analyze data based on research objectives and prepare reports
  • Manage the regulatory requirements of various departments/businesses related to the Co-President
  • Proofread all documents before circulating
  • Assist in proposal coordination and presentation:

o Compiling information from various sources
o Putting information into proposals following an RFP or template format
o Final presentation (binding, formatting, copy-editing)

  • Manage travel needs for the Co-President
  • Format and edit correspondence and presentations for the Co-President
  • Assist with the implementation of the CRM program in the Calgary office
  • Oversee the day-to-day requirements of the Calgary office (space, furniture, supplies, equipment)
  • Prepare board meeting documents
  • Attend meetings with prospective or current customers and/or vendors:

o Take detailed notes in meetings and follow up all next steps (typing minutes or memos, booking meetings, forwarding information, coordinating materials for follow up, and so on) for customer relationship management

Marketing Assistant

  • Assist with the planning and execution of trade shows:

o Coordinating the booth space layout and ensuring that all signage, furniture, and/or promotional materials are available
o Work with the event organizers to ensure that all deadlines are met
o Create company profiles for online and event guides
o Manage registration for all attending staff and/or guests

  • Assist with the creation and distribution of all corporate printed materials, signage, and media advertising:

o Work together with advertising companies to ensure that all deadlines are met

  • Assist with the coordination of special events for marketing purposes:

o Work with senior management to ensure that correct clientele is targeted
o Oversee all preparation to ensure that the event is successful (invites, information packages, catering, follow up)

  • Website maintenance
  • Coordinate the registration and/or travel details for the sales/business development department in regards to various conferences and symposiums
  • Assist with the development, ordering, and maintaining of promotional materials for customer give-aways

Specific Expertise and Experience Required

  • Minimum 5+ years experience in an executive administrative position
  • Exceptional communication and organizational skills. Always approachable and professional in approach (diplomatic); a real “communicator”
  • Able to keep several projects moving forward at once; nothing slips through the cracks. Extreme attention to detail; keeps track of all “to-do’s”
  • A strong grasp of the English language is a MUST (grammar, punctuation, sentence structure, spelling) plus consistency in formatting documents
  • A strong “team player”
  • Ability to prioritize with changing needs
  • Adaptable to change. Progressive to learn new in-house operations systems, programs, and new ways of doing things—doing things the “ERS way”. Always finds a solution
  • Always looking to improve processes and/or document presentations
  • Being able to understand basic instructions and take that “to the next level”. For example, if asked to book a flight, you will need to ask about accommodation, car rental, and other things that might require follow up (business cards, copies of documents, etc.)
  • Ability to work in a fast-paced environment; a “go-getter”; looks for work and does not wait to be told what to do. Proactive in approach
  • Has an urgency to get things done
  • A commitment to excellence
  • Creative thinker, able to “think outside of the box”
  • Always thinking ahead to what’s next.

Educational Requirements

  • High School Diploma
  • A minimum of “intermediate” knowledge in Word, Outlook, Excel, PowerPoint, and Internet Explorer
  • Executive Assistant Certificate or equivalent considered an asset.

To apply please send 1) Resume, 2) Cover letter, 3) References and 4) Salary Expectations to www.envirofuel.ca/careers. Please submit application as instructed; failure to do so may result in disqualification from competition.

About this company
3 reviews
Environmental Refuelling Systems Inc., is a family company commited to outstanding fuel management service to the industry. Our Mission:...