Now Hiring: Executive Assistant

Are you a strong communicator, organizer, and proactive person who thrives in a fast-paced, technical environment? Are you a team player, do you work well with a variety of people, are you people-focused? Are you a resourceful self-starter?

Can you thoughtfully manage numerous administrative activities and requests, with a high level of professionalism, collaboration, and confidentiality?

If so, then this is the right opportunity for you. Amii is thrilled to add an Executive Assistant to the team. We are looking for an ambitious, enthusiastic person who thrives under pressure and can handle a multitude of tasks.

"At Amii, our team is growing fast and investing in AI to create the future. If you’re passionate about assisting mission-driven executive teams, we would love to hear from you!" - Cam Linke, CEO

Job Description

Reporting to the CEO, the Executive Assistant (EA) serves as a key member of the Executive Team and an active participant in providing executive support on all matters pertaining to the CEO.

You’ll serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the CEO, and act as a liaison to the board of directors and senior management teams.

Additionally, you’ll organize and coordinate executive outreach and external relations efforts and oversee special projects. You must be creative, exercise good judgment in a variety of situations, and possess strong written and verbal communication, administrative, and organizational skills, and can maintain a realistic balance among multiple priorities. You have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The role focuses on achieving excellence in three main accountabilities:

• Completing a broad variety of administrative tasks for the President & CEO.
• Providing a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Accomplishing critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.

What you’ll do

• Concurrently manage several projects while nurturing and maintaining healthy partnerships and relationships with the CEO, Members of the executive team, People Managers, staff, and clients.
• Manage an extremely active calendar of appointments; complete expense reports; compose and prepare correspondence that is sometimes confidential; arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings.
• Prepare presentations
• Plan, coordinate and ensure the CEO's schedule is followed and respected. Provide a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Serve as the CEO’s administrative liaison to Amii’s board of directors, maintaining discretion and confidentiality in relationships with all board members
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company. This would include but is not limited to preparing presentations for All Hands meetings, Board meetings, Executive meetings, and external meetings.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Other duties may be assigned from time to time by management.

Qualifications

• 5-7 years of experience in senior leadership or an executive level support role
• Diploma or degree in Business Administration or related education would be considered an asset
• Knowledge of executive administration and protocol, combined with a broad knowledge of, government, university and non-profit sectors
• Knowledge and experience in dealing with boards and committees, and not for profit governance.
• Excellent at managing and supporting internal and external stakeholders.
• Must have proficient skills with G-Suite – Gmail, Docs, Drive & Calendar.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint and Social Media platforms.

Attributes and Expectations

• Exceptional organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a growing, fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

About Amii

One of Canada’s three main institutes for artificial intelligence (AI) and machine learning, our world-renowned researchers drive fundamental and applied research at the University of Alberta (and other academic institutions), training some of the world’s top scientific talent. Our cross-functional teams work collaboratively with Alberta-based businesses and organizations to build AI capacity and translate scientific advancement into industry adoption and economic impact.

What you’ll love about us

• A professional yet casual work environment that encourages the growth and development of your skills.
• A chance to learn from amazing teammates who support one another to succeed.
• Great benefits such as health, dental and vision care, life insurance, RRSP matching and professional development
• A modern office located in downtown Edmonton, Alberta.

How to Apply

If this sounds like the opportunity you've been waiting for, then please don’t wait to apply! Please send your resume and cover letter indicating why you think you'd be a fit for Amii through the Indeed listing. In your cover letter, please include one professional accomplishment you are most proud of and why.

Applicants must be legally eligible to work in Canada at the time of application.

Amii is proud to be an equal opportunity employer. We are committed to creating a diverse, inclusive and excellent workforce.