Executive Assistant to the CEO

Executive Assistant to the CEO

Basecamp Properties

*Must be located in Canmore or Calgary, AB or willing to relocate*

About Basecamp

Basecamp Property Management Ltd is a rapidly growing boutique chain of hotels and real estate developments based in Canmore, Banff, Lake Louise, Kananaskis, Revelstoke, Golden, and with many more on the way. We are a young and energetic team driven by our values and providing our guests with an exceptional experience in a home away from home. We are continuously expanding to better serve the resort communities of the Rocky Mountains.

Position Overview

We are seeking a highly organized and proactive Executive Assistant to support the CEO in our organization. As the Executive Assistant, you will play a critical role in ensuring the executive's day-to-day operations run smoothly, efficiently, and effectively. This position requires exceptional organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously in a fast-paced environment.

We offer a competitive salary package and a challenging yet rewarding work environment. This is an opportunity to work closely with our CEO and contribute to the overall success of our organization.

Location: Calgary or Canmore

Key Responsibilities

Calendar and Schedule Management

• Efficiently manage the executive's calendar, proactively scheduling and prioritizing appointments, meetings, and events.
• Coordinate with internal and external stakeholders to ensure timely and smooth scheduling.

Travel and Accommodation Arrangements

• Arrange complex travel itineraries, including flights, accommodations, ground transportation, and visa requirements.
• Anticipate travel needs, handle last-minute changes, and ensure all arrangements are made to the executive's preferences.

Correspondence and Communication

• Screen and prioritize incoming emails, calls, and other forms of communication for the executive.
• Draft, edit, and proofread professional correspondence and documents, ensuring accuracy and consistency in tone and messaging.
• Be a voice for the CEO.

Meeting Support

• Prepare meeting agendas, take detailed meeting minutes, and distribute action items to relevant parties.
• Coordinate and schedule internal and external meetings and ensure all necessary materials and resources are prepared in advance.

Information Management

• Maintain confidential and sensitive information with utmost discretion.
• Organize and maintain electronic and physical files, ensuring quick retrieval and accessibility of important documents.

Relationship Management

• Cultivate positive relationships with internal and external stakeholders, including clients, partners, and team members.
• Coordinate and facilitate communication between the executive and various parties, ensuring timely and effective responses.

Project Coordination

• Assist the executive in managing special projects, tracking progress, and ensuring deadlines are met.
• Conduct research, compile data, and prepare reports as needed to support decision-making processes.

Prioritization and Time Management

• Proactively identify priorities, deadlines, and urgent matters to optimize the executive's time and productivity.
• Anticipate and resolve scheduling conflicts and adapt quickly to changing priorities.

Event Planning and Execution

• Assist in organizing company-wide events, conferences, and meetings.
• Coordinate logistics, venue selection, catering, audiovisual setups, and other event-related tasks, acting as a backup of office manager.

Requirements

• Bachelor's degree in Business Administration or certification in a related field (preferred).
• Proven experience as chief of being organized.
• Excellent attention to detail.
• Strong written and verbal communication skills.
• Exceptional time management and multitasking abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to work in a fast-paced and dynamic environment.
• Strong problem-solving skills and ability to make sound decisions under pressure.

Why Work for Us?

• We have a health benefits plan (vision, dental, drugs, disability, paramedical, etc…)
• Family and Friends discount at Basecamp.
• Paid annual vacation.
• Annual performance bonus.
• There is room for advancement in our growing company.
• We have a friendly atmosphere.
• We believe in working hard and having fun!