Executive Assistant, Finance at Kalamoir

About Kalamoir: A Calgary-based Developer & General Contractor that specializes in a variety of different development projects including infill townhomes, large-scale greenfield townhome developments, low-to-midrise multi-family buildings, and various commercial/specialty and civil/infrastructure projects. Roughly 70% of our portfolio is focused on residential developments with the other 30% allocated to commercial and infrastructure. Most of our projects are based in Calgary and the surrounding municipalities, but we are continuing to grow our presence in Interior AB & BC, in municipalities including Canmore, Jasper, Revelstoke & Fernie.

Role Overview

The Executive Assistant will perform a variety of administrative/clerical tasks and financial administration for the CFO. The role provides general office services ensuring all administrative and operational processes and control standards are followed. Acting as a trusted partner, you will bring structure, foresight, and discretion to priorities that span across the financial and administrative functions of Kalamoir.

We are looking for someone that seeks to determine and develop the implementation of improvement opportunities, contributing to the operational efficiency of the finance team. This role is ideal for an experienced executive assistant who can create organization and prioritization with ease, confidentially takes action, and thinks outside the box to support our growing and changing company.

Key Accountabilities

• Strategically manage email, calendar and priorities with strong attention to detail and organization
• Identify opportunities to enhance administrative and finance efficiency and determine what activities and tasks provide the most effective support
• Exercises judgment to identify, diagnose, and solve problems within given parameters
• Handle confidential communications, sensitive information, and administrative matters with professionalism
• Oversee administrative workflows for financial tasks and process coordination through relevant internal systems
• Deliver attentive, solutions-oriented support while addressing requests and issues promptly
• Coordinate office-related requests and liaise with building management, vendors, suppliers, and service providers as needed
• Maintain strong, collaborative relationships with internal teams, external partners, and preferred vendors
• Collaborate with relevant teams to support reception and operational initiatives across the office
• Maintain knowledge of office resources, service providers, and operational processes to support seamless day-to-day operations
• Provide reception coverage when needed
• Provides subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives
• Breaks down strategic problems, and analyses data and information to provide insights and recommendations
• Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures)
• Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting
• Provides input into the planning and implementation of administrative programs
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Take measured risks while protecting Kalamoir in the execution of your role, making sound and informed decisions that align to business strategy, protect assets, and adhere to applicable policy documents (Policies, Standards, Procedures and Supporting documents), laws and regulations

What we’re looking for

• 5+ years of experience in administrative executive support
• Strong organizational skills, and the ability to manage multiple priorities
• Solid knowledge of Microsoft Office software, including Word, Excel, Outlook and Teams
• Previous working knowledge of QuickBooks Online or ERP software is an asset
• Experience with Accounts Payable and Accounts Receivable processing is an asset
• Understanding of laws guiding business finances, taxes and employment practices
• Specialized knowledge in accounting or financial experience
• High level of professionalism, discretion and adaptability
• Verbal & written communication skills
• A proactive, resourceful mindset with the ability to work independently and bring structure to complexity
• Manage ambiguity and readily anticipate needs or make sound judgement calls
• Exceptional analytical and problem-solving skills and able to prioritize with little direction
• Proactive, resourceful and solutions-oriented

Working Conditions

• Office-based, with occasional offsite meetings as required

Kalamoir Core Values

• Accountability: Take responsibility for actions and outcomes, ensuring integrity and consistency
• Greatness: Strive for excellence, improvement, and proactive problem-solving
• Healthy Relationships: Promote trust, collaboration, and open, respectful communication