Executive Assistant at Aston Carter

Aston Carter's large client in Calgary is seeking an Executive Assistant to join their team! This individual will provide high-level administrative and project support to consultants, ensuring smooth execution of engagements and related business activities. This role focuses on preparing high-quality written materials, managing candidate and client information in multiple systems, coordinating complex schedules and travel, and supporting accounting and billing processes.

Key Responsibilities

• Prepare high-quality written materials, ensuring accurate organization, formatting, proofing, binding, and timely delivery.
• Handle confidential information with discretion and professionalism, sharing sensitive details with candidates and clients via email only when appropriate and ensuring information goes to the correct recipients.
• Become a proficient user of databases and platforms, focusing on data accuracy, information quality, and maintaining system integrity.
• Open and track business development opportunities, ensuring activities are accurately documented and opportunity records remain current.
• Run opportunity reports for and keep data organized and up to date.
• Open and close search engagements, ensuring all relevant information is properly recorded.
• Enter data is entered in a consistent and organized manner.
• Coordinate scheduling and travel arrangements for executives, ensuring all meetings and trips are organized accurately, confirmed promptly, and communicated clearly to all parties.
• Schedule and organize video conferences (primarily via Zoom), ensuring all logistical details are managed efficiently.
• Arrange or perform on-site support for in-person meetings at the office, ensuring meeting logistics run smoothly.
• Create and maintain travel profiles to streamline future travel arrangements.
• Ensure accurate billing information, and manage the release and oversight of invoices.
• Submit expense reports on behalf of consultants and process travel reimbursements in a timely and accurate manner.
• Monitor accounts receivable and support timely collections by following up on payment status, confirming receipt of invoices, ensuring alignment with Purchase Orders, and following up on overdue invoices.
• Run weekly Aging Reports as requested to support financial tracking and follow-up.
• Draft Billed & Collected inquiries and adjustment forms or requests as needed.
• Participate in team and office responsibilities, taking on additional tasks and stretch projects assigned.
• Attend regular staff calls, stay aligned with updates to processes and technology, and adapt to evolving administrative practices.
• Coordinate coverage with other administrative team members to ensure continuity of support during vacations and leaves.
• Partner closely with consultants as a key team member, contributing to a collaborative, service-oriented environment and supporting overall team success.

Additional Skills & Qualifications

MUST HAVES

• 5-10 years Project Coordination, Executive Assistant, Administrative Assistant experience
• Advanced experience using MS Office applications
• Post secondary education requiredighschool diploma and post secondary education
• Excellent writing, proofing and editing skills

NICE TO HAVE

• Salesforce or SAP Concure experience

Job Type & Location

This is a Permanent position based out of Calgary, AB.

Pay And Benefits

The pay range for this position is $75000.00 - $90000.00/yr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Workplace Type

This is a fully onsite position in Calgary,AB.

À propos d'Aston Carter

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l’acquisition de talents, les achats, la chaine d’approvisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l’industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service d’un grand nombre d’entreprises du classement Fortune 500. Nous sommes fiers d’avoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing Client et Talent décernés par ClearlyRated.

Aston Carter est un employeur souscrivant au principe de l’égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l’âge, de la couleur, de la religion, des origines nationales, du statut d’ancien combattant, d’un handicap, de l’orientation sexuelle, de l’identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d’accommodement raisonnable, tel que la modification ou l’ajustement du processus de demande d’emploi ou d’entrevue à cause d’un handicap, veuillez envoyer un courriel à [email protected] pour connaître d’autres options d’accommodement.

Ordonnance sur l’égalité des chances de San Francisco: Conformément à l’Ordonnance sur l’égalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.

Utilisation de l’intelligence artificielle (IA): Nous pouvons utiliser l’intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d’embauche, notamment la recherche, la présélection et l’évaluation des candidatures. L’IA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à l’aide d’outils d’IA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.