Operations, Legal, and Finance Executive Assistant
Environmental Refuelling Systems Inc - Edmonton, AB

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The primary focus of the Operations, Legal, and Finance Executive Assistant is to provide administrative support to the VP of Finance and VP of Operations. This person plays a key role with scheduling coordination and file management. This position also supports the departments as a whole. Time spent supporting finance versus operations will be ~60% and 40%, respectively.

Relationships

  • Responsible to: VP of Finance and VP of Operations
  • Internal relationships: you will develop strong communications with all managers and office staff within the ERS Group of Companies
  • External relationships: you will develop positive working relationships with customers, vendors, and the Board of Directors.

Educational Qualifications

  • High School Diploma
  • An Executive Assistant Certificate, Accounting Assistant Certificate, and/or Legal Assistant Certificate are considered strong assets
  • A minimum of “intermediate” knowledge in Word, Outlook, Excel, and PowerPoint. Familiarity with accounting systems also a strong asset.

Detailed Capabilities

  • Corporate/commercial background with an understanding of leasing, banking, and shareholder agreements, and a familiarity with budgeting and reporting
  • Some experience in the energy service sector is required
  • Minimum 5+ years experience in an executive assistant or corporate/commercial legal assistant position is a strong asset
  • Ability to prioritize with changing needs
  • Exceptional pro-active communication and organizational skills; always approachable and professional in approach; a real “communicator”
  • Able to keep several projects moving forward at once; nothing slips through the cracks
  • Extreme attention to detail, and commitment to excellence
  • Excellent written communication skills such as letters memos and meeting documents
  • A strong “team player”
  • Ability to work in a fast-paced environment; a “go-getter”; looks for work and doesn’t wait to be told what to do
  • Open to learning new in-house operations systems and programs and new ways of doing things
  • Always finds a solution, not blame
  • Has an urgency to get things done.

Main Responsibilities
Duties include but are not limited to the following:
Financial Support:
 Composes memoranda, correspondence, and drafts responses dealing with corporate and financial subject matter
 Prepares and formats documentation including correspondence, policies, procedures, and spreadsheets
 Proofreads all documents before circulating
 Assists with leasing and banking agreements, or such other contracts as may be required

  • Attends to finance matters:

o Follows up with requests
o Prepares financial documents

  • Develops internal procedures for managing daily, weekly, and monthly financial tasks and projects
  • Receives and provides information requiring considerable judgment regarding specific business of the department (critical thinking)
  • Creates and maintain a centralized filing system
  • Assists with accounting tasks if required
  • Prepares training manuals.

Operational support:

  • Composes memoranda, correspondence, and drafts responses dealing with corporate and financial subject matter
  • Prepares and formats documentation including correspondence, policies, procedures, and spreadsheets
  • Proofreads all documents before circulating
  • Develops internal procedures for managing daily, weekly, and monthly operational tasks and projects
  • Assists with other operational tasks as required.

General support:

  • Understanding of requirements in preparation and filing of corporate resolutions and other documents
  • Liaises with other departments; is proactive with facilitating departmental communication (in person and written)
  • Organizes files and does general filing for both electronic and hard copies; gathers information for files
  • Manages contacts (in Outlook Contacts Manager and/or CRM)
  • Assists with reception duties (answering phones, greeting guests, etc.), as required
  • Assists with kitchen duties, as required
  • Schedules appointments for clients, office, personnel, and others
  • Provides the status reports on projects, as applicable
  • Follows up on e-mails and general correspondence
  • Follows up with assignments and appointments with managers
  • Scanning, faxing, and photocopying
  • Prepare minutes (meetings), distribute, and file
  • Is proactive at providing status reports.

Performance Benefits

  • Salary negotiable depending on experience
  • Medical and dental benefits (after the three-month probationary period)
  • Profit sharing (pro-rated in the first year).

To apply please submit your 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.


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