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.