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

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The primary focus of the Operations 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 and/or Accounting 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

  • A financial background understanding shareholder agreements, budgeting, and reporting is a must
  • Some experience in the energy service sector is required
  • Minimum 5+ years experience in an executive assistant position with Corporate experience is a strong asset
  • 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
  • Exellent written communication skills, such as letters memos and meeting documents
  • A strong “team player”
  • Ability to prioritize with changing needs
  • Ability to work in a fast-paced environment; a “go-getter”; looks for work and doesn’t wait to be told what to do
  • A commitment to excellence
  • 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:
 Composing memoranda, correspondence, and drafts responses dealing with financial subject matter; preparing and formatting documentation including correspondence, policies, procedures, and spreadsheets; proofreading all documents before circulating

  • Attending to finance matters:

 Following up requests
 Preparing financial documents

  • Developing internal procedures for managing daily, weekly, and monthly financial tasks as well as projects
  • Receiving and providing information requiring considerable judgment regarding specific business of the department
  • Create and maintain a centralized filing system
  • Assist with accounting tasks if required
  • Prepare training manuals

Operational support:

  • Composing memoranda, correspondence, and drafts responses dealing with operational subject matter; preparing and formatting documentation including correspondence, policies, procedures, and spreadsheets; proofreading all documents before circulating
  • Developing internal procedures for managing daily, weekly, and monthly operational tasks as well as projects
  • Assisting with operational tasks as required.

General support:

  • Liaison with other departments; is proactive with facilitating departmental communication
  • Organizing files and general filing both electronic and hard copies; gathering information for files
  • Managing contacts (in Outlook Contacts Manager and/or CRM)
  • Assisting with reception duties (answering phones, greeting guests, etc.), as required
  • Assisting with kitchen duties, as required
  • Scheduling appointments for clients, office, and others
  • Providing the status reports on projects as applicable
  • Following up on e-mails and general correspondence
  • Following up with assignments and appointments with managers
  • Scanning, faxing, and photocopying
  • Prepare minutes (meetings), distribute, and file
  • 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 send 1)Resume, 2) Cover letter, 3) References and 4) Salary Expectations to Leah Mawer. 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:...