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

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