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Executive Assistant - Business Development
AltaLink - Calgary, AB

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The Business Development Team of AltaLink is looking for an Executive Assistant. This position will support the two Vice Presidents as well as the team of professionals and will work collaboratively with the Executive Assistant supporting the Senior VP, Business Development to address the Team’s priorities. This position will appeal to an individual who enjoys working in a dynamic team environment, which requires the flexibility to manage daily activities (for more than one person) and has proven competence in prioritizing and managing issues effectively in a work environment that can be unstructured.
The successful candidate will understand and demonstrate the importance of a service orientation in enhancing the effectiveness of the entire Business Development team. This position requires a high degree of discretion, confidentiality, initiative and independence and will be familiar with and support the corporate goals & direction.
Initiative, effectiveness, sound judgment, self-composure as well as a positive attitude and team spirit are essential attributes for success as you will be dealing with external people as well as representing AltaLink and the Business Development Team. There may occasionally be the requirement to work outside the standard hours.

Responsibilities

Supports the effective time management of the Business Development team, including but not limited to: tracking commitments and external responsibilities; maintaining and anticipating calendar, ensuring notification of upcoming deadlines, and assisting in meeting preparation.

Proactively identify key priorities, deadlines and deliverables.

Prepares internal and external correspondence, reports and presentations from basic instructions or prior precedents.

Reads and screens incoming correspondence and reports making preliminary assessments of the importance of materials and organizing documents; handles some matters personally, forwarding appropriate material to the appropriate Business Development team member.

Answers routine and non-routine telephone calls and directs callers to appropriate person in a courteous and professional manner.

Has the judgment and knowledge to know when to escalate urgent issues, when to handle in the normal course of business and when issues can be better handled by more junior staff or by themselves.

Provides a variety of administrative functions including;
o coordinates travel arrangements including international travel,
o acquires visas,
o prepares expense & credit card reconciliation reports,
o time entry,
o manages files,
o arranges meetings, including the preparation and distribution of agendas and other meeting material, takes meeting minutes and follows up on action items, identifies continuous improvement opportunities and
o other administrative support to efficiently and effectively fulfill the Business Development and AltaLink mandates.

Maintains a high degree of professionalism with the ability to use diplomacy, discretion, and good judgment.

Works collaboratively with AltaLink administrative staff and provide backup when required.

Help prepare critical strategy and business development documents including bids.

Able to organize, coordinate and make group social events.

Supports the planning and implementation of HR activities including salary planning, recruitment, succession and development planning, performance reviews, etc.

Provide assistance with budgeting activities including invoice coding, capital and operating budget analysis, monthly accruals, and account reconciliations.

Provide leadership for basic budgetary and financial support (e.g. preparation of budgets, reconciliations).

Project assignments as required.

Qualifications

Minimum of five years senior administrative experience, preferably in a customer service environment.

Organizing Skills: Ability to marshal resources to get things done and orchestrate multiple activities at once to accomplish a goal; arranges information and files in a useful manner.

Planning Skills: Accurately scopes out length and difficulty of tasks and projects; sets objectives, develops schedules and anticipates and adjusts for problems.

Budget & Financial skills: Coordinating the preparation of the annual budgets. Managing and coordinating the monthly reporting of budget status and variance explanations. SAP proficiency would be an asset.

Priority Setting Skills: Knows what’s important and can zero in on critical few and put the trivial many aside.

Self-Development Skills: Knows personal strengths, opportunities and limits; and is receptive to feedback.

Change Management Skills: Can respond to uncertainty and shifting priorities in a calm and professional demeanor.

Communication and team skills: Able to listen carefully to understand various points of view and accepts diversity in others. Clearly communicate the desired message and able to write clearly.

Software Skills: Microsoft Office – with an emphasis on Word, Power Point and Outlook

Service orientation: behavioral disposition to service, can-do attitude, and willingness to work with others to meet objectives including assisting with filling gaps outside of regular responsibilities as needed.

A demonstrated positive and proactive approach and the ability to be flexible in the work performed given the new and sometime ambiguous nature of business development

A track record of teamwork along with a strong desire to learn.

Prior experience in the energy and resources industries would be an asset.

Professional presentation and strong interpersonal skills.

Administration certificate or diploma or equivalent experience.

Only the candidates being considered for an interview will be contacted.
AltaLink - 14 months ago

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