Executive Assistant, EFS Executive Office

Job title:

Executive Assistant, EFS Executive Office

Company

ATB

Job description

:At ATB, we exist to make it possible for our clients, team members and communities. Our purpose is more than aspirational. It’s a real commitment we live every day through our values (what we call the ).Life at ATB is about more than work. In fact, we’re consistently recognized as one of thanks to our high-care, high-performance culture, upheld by the three commitments we make to our team members:Impact in action: No matter where you are in the organization, you’re empowered to make an impact in the lives of our clients and communities.Thrive together: We want you—the unique, authentic you—to feel safe and celebrated at work. We’re on a continuous journey to build the most flexible and inclusive programs.Ready for tomorrow: We want to enable your success through interesting and challenging work, performance enablement, and learning and development.About the roleAs ATB Financial’s next Executive Assistant, EFS Executive Office, you’re a dynamic individual with an exceptional attention to detail, a proactive approach and a track record of building strong relationships across all levels of the organization and beyond.In this role, you’ll play a critical role in ensuring the smooth and efficient operation of the Everyday Financial Services (EFS) Executive office. This highly organized and proactive individual will provide comprehensive administrative and operational support, acting as a key liaison between the executive, internal stakeholders, and external partners. The ideal candidate possesses exceptional communication, problem-solving, decision-making and project management skills, with a proven ability to handle confidential information with discretion and professionalism.

• First point of contact for stakeholders and executive partners across ATB. You will be required to leverage your independent problem solving, resourcefulness and decision making skills to progress work and engage the appropriate stakeholders.
• Operate in a matrix-environment, understanding how to leverage your network of peers, teams, partners, vendors etc. to reach the required outcome.
• Oversee all administrative and coordination tasks for the Group Head, EFS. This includes calendar management, logistical support and email correspondence.
• Be proactive by planning meetings and appropriate activities in service to the annual planning calendar for strategy, operations and other initiatives by arranging and facilitating meetings with the appropriate stakeholders.
• Implement systems and processes that will help the EFS Executive Office run smoothly and effectively day-to-day, including assigning deadlines for key materials and ensuring adequate preparation time for key meetings/events.
• Manage and monitor budget plans.
• Management of team member focused programs. You will provide guidance from a centralized, aligned lens to business coordinators, People, Culture, Brand and Communications, and Finance to ensure a seamless and consistent experience. Examples include: Everyday Heroes (EDH) Program including President’s League and quarterly awards process, and Iron Roster.
• Informal leadership role of influencing and advising the EFS business coordinator network by leveraging enterprise learning programs and development opportunities and ensure strong collaboration and information-sharing across this network.

AccountabilitiesExecutive Support:

• Manage the Group Head’s complex calendar, scheduling meetings, preparation time, and travel arrangements.
• Ensure calendar time allocation aligns with strategic priorities – proactively balancing the needs of the Group Head for strategic development and review, with the needs of a wide range of stakeholders.
• Develop agendas and take meeting minutes, ensuring that key operating plan initiatives are addressed per the plan, with milestones progress and risks identified and documented.
• Implement effective time management techniques and leading meeting management practices to optimize calendar time and efficiency.
• Prepare and organize materials for meetings, presentations, and conferences, including agendas, reports, and background information.
• Screen and prioritize incoming correspondence, draft responses and ensure timely and appropriate responses; delegating requests across the team for action.
• Arrange, coordinate and manage travel arrangements, including flights, accommodations, and itineraries.
• Prepare and process expense reports and other administrative documents.
• Anticipate the executive’s needs and proactively address potential issues.

Office Management:

• Oversee the day-to-day operations of the executive office, ensuring a professional and efficient environment.
• Manage and maintain confidential files and records, ensuring accuracy and security.
• Coordinate and manage logistics for executive meetings and events.
• Develop and implement procedures and systems to improve efficiency and effectiveness.
• Lead onboarding support for any new direct reports to the Group Head, ensuring a smooth transition.

Stakeholder Liaison:

• Build and maintain strong relationships with key stakeholders, fostering effective communication and collaboration.
• Act as a gatekeeper, screening and directing inquiries and requests appropriately.
• Distribute communications on behalf of the executive.

Project Management:

• Manage and coordinate special projects and initiatives assigned by the EFS Chief of Staff.
• Develop project plans, timelines, and budgets, ensuring timely completion of deliverables.
• Monitor project progress and provide regular updates.
• Conduct research and analysis to support executive decision-making.

Confidentiality and Discretion:

• Handle highly sensitive and confidential information with the utmost discretion and professionalism.
• Maintain confidentiality in all aspects of the role, adhering to company policies and procedures.

Skills, experience & requirements

• Considered an asset, but not required, Bachelor degree. Specialization in Business Administration or Event Management preferred
• Considered an asset, but not required, a certification in at least one industry accepted project management standard (e.g. CAPM, CPM, CompTIA+, PMP etc.)​
• Minimum of 5 years of experience providing executive-level (C-suite) administrative support, preferably in a corporate environment.
• Extensive Executive Support Expertise: Demonstrated success in managing complex calendars, coordinating travel arrangements, and handling expense reporting for C-suite executives.
• Exceptional Communication, Interpersonal and Organizational Skills: Proven ability to effectively communicate with stakeholders, manage projects, solve problems, and make informed decisions, all while maintaining strict confidentiality.
• Proficiency in Google Suite and Adaptability: Highly skilled in Google Suite applications and capable of thriving in a fast-paced, collaborative environment, with the ability to prioritize tasks and multitask effectively.
• Professionalism and Attention to Detail: Exhibits a high degree of professionalism, attention to detail, and agility in managing priorities, with strong decision-making capabilities.

Don’t meet all the requirements on the list?
A resume only goes so far in expressing who you are and the unique perspectives you bring. If you believe your skills and experience align with the role—but you might not check all the boxes—we want to hear from you. We encourage candidates from all work backgrounds, equity-seeking communities and experience levels to apply. If you’re seeking a career where your drive, perspective and growth are celebrated, we want to hear from you.We’re dedicated to building a workforce reflective of those within our communities, and a culture where our team members are equipped with what they need to succeed—their way. Part of creating an inclusive workplace is recognizing our role in advancing Truth and Reconciliation. We are committed to meeting and exceeding the standards set out in the program created by the Canadian Council for Aboriginal Business.What happens next?
If you are shortlisted, you’ll hear from us after the posting closes. Check out our page to learn more about our hiring process. If you need any accommodations throughout this process, please let us know atStay in touch
We’re excited that you’re interested in a career with ATB. Follow us on , and to learn more about what our team is up to.

Expected salary

Location

Edmonton, AB

Job date

Wed, 02 Apr 2025 06:52:16 GMT

To help us track our recruitment effort, please indicate in your email/cover letter where (hiring-jobs.com) you saw this job posting.