Executive Assistant

Company:

Finning Canada

Number of Openings:

1

Worker Type:

Permanent

Position Overview:

Business Title: Executive Assistant
Location: Edmonton, AB
Reporting To: Vice President, Service Operations

Finning Canada is seeking a highly organized, proactive, and professional Executive Assistant to support the Vice President, Service Operations, while providing administrative and operational support to General Managers, Vice Presidents, and Managers as required.

This role provides high-level administrative, operational, and strategic support to senior leadership, ensuring executive priorities, communications, and schedules are managed with precision and efficiency. The successful candidate will serve as a trusted partner to the leadership team by anticipating needs, coordinating complex activities, and enabling executives to focus on key business priorities.

The ideal candidate thrives in a fast-paced environment, exercises excellent judgment and discretion, and is passionate about delivering exceptional support while fostering strong relationships across the organization.

Job Description:

Major Responsibilities

Executive Support & Calendar Management

• Manage complex and dynamic executive calendars, prioritizing meetings and scheduling requests.

• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and transportation.

• Prepare and submit expense reports and related documentation.

• Ensure executives are fully prepared for meetings and business engagements.

Meeting & Event Coordination

• Organize and coordinate leadership meetings, offsites, and executive events.

• Prepare and distribute agendas, presentations, meeting materials, and follow-up documentation.

• Arrange meeting logistics, including venue bookings, virtual meeting setup, catering, and attendee communications.

• Capture meeting minutes, track action items, and ensure timely follow-up.

Communication & Correspondence

• Draft, edit, and manage executive-level correspondence, presentations, reports, and communications.

• Serve as a liaison between senior leadership and internal and external stakeholders.

• Maintain professional and effective communications on behalf of the executive team.

Operational & Business Support

• Distribute and coordinate monthly statements, reports, consolidated operating reports, and other business documentation.

• Follow up with branches and departments to ensure timely submission of required reports and information.

• Assist with reviewing and investigating operating statement variances and reporting findings as required.

• Support strategic initiatives by coordinating deliverables, tracking progress, and facilitating cross-functional collaboration.

Information & Workflow Management

• Maintain confidential records, projects, correspondence, and sensitive business information.

• Streamline administrative processes and recommend improvements to enhance efficiency and effectiveness.

• Ensure accurate and timely completion of all assigned administrative responsibilities.

Relationship Management

• Build and maintain strong relationships with leaders, employees, customers, and external partners.

• Represent the executive office with professionalism, discretion, and a customer-focused mindset.

• Demonstrate Finning's values and represent the company in an ethical and professional manner.

Project & Strategic Support

• Conduct research, gather data, and prepare reports for leadership decision-making.

• Assist with project coordination, special assignments, and business initiatives.

• Proactively identify issues, remove barriers, and anticipate executive needs before they arise.

Qualifications

Required Experience & Skills

• 5+ years of experience supporting senior leaders, executives, or C-suite stakeholders in a complex business environment.

• Previous experience providing executive-level administrative and operational support.

• Exceptional organizational, planning, and time management skills.

• Strong verbal and written communication skills with the ability to interact professionally at all levels of the organization.

• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.

• Demonstrated ability to manage multiple priorities while maintaining accuracy and attention to detail.

• Strong analytical, problem-solving, and decision-making skills.

• Ability to handle sensitive and confidential information with the highest level of discretion.

• Professional presence with outstanding interpersonal and stakeholder management capabilities.

Preferred Qualifications

• Experience supporting multiple senior leaders within a corporate or operational environment.

• Experience coordinating leadership meetings, events, and business reporting.

• Post-secondary education in Business Administration, Office Administration, or a related discipline is considered an asset.

What Success Looks Like

 

At Finning, we prioritize creating a diverse and inclusive environment. We are proud to be an equal opportunity employer, and we actively encourage all individuals to express themselves and achieve their full potential. As a company, we continuously strive to enhance our outreach to individuals of all backgrounds and identities. We do not discriminate against applicants based on gender identity, race, national and ethnic origin, religion, age, sexual orientation, marital and family status, and/or mental or physical disabilities. Furthermore, Finning is committed to collaborating with and providing reasonable accommodations /adjustments to individuals with disabilities. If you require an adjustment/accommodation at any point during the recruitment process, please inform your recruiter.