ABOUT THE POSITION

Explore Edmonton is currently seeking an Executive Assistant to join our team. Reporting directly to the Officers at Explore Edmonton, the Executive Assistant provides executive, administrative and development support to the organization. The Executive Assistant serves as the primary point of contact for the Officers to internal and external parties, has a clear understanding of the Officer’s roles and responsibilities, and represents the values and Explore Edmonton’s corporate culture.
The Executive Assistant will be a part of the Corporate Services Group. The Corporate Services Group is a team of service-minded individuals who are passionate about ensuring innovative, customer-focused business processes are developed and followed. This team serves multiple internal customers and is made up of key business enablers and trusted business partners who provide superior customer service through collaboration, innovation, partnerships, and leadership to ensure the best possible user experience. In alignment with the needs of Explore Edmonton, services include providing governance advice and support, offering scalable business solutions, and creating value for employees by building and facilitating connections across the organization. Although this role will be based in Corporate Services, it is expected to rotate through and spend time supporting the CEO Office, Business Development, and other portfolios as needed. Initially, the position will support the VP of Business Development and will remain in place until the return from maternity leave.

The successful candidate will be responsible for:

• Assists Officers with daily administrative duties and completes a broad variety of administrative tasks and logistics including calendar management, coordinating speaking engagements, completing expense reports, composing correspondence, arranging detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Screens correspondence and prepares and send responses on behalf of Officers.
• Supports Officers with the prioritizing of external commitments.
• Work with Director, Board Governance & Strategic Projects to assist with identifying events for Board participation, scheduling Officer review time for board packages and call arounds for Board and Shareholder meetings.
• Support annual business planning cycle with corresponding budget and helps the Officers remain focused on key actions associated with annual business plan.
• Supporting cross-functional operational efforts across the officers’ portfolios to ensure cohesion and efficiency.
• Acts as administrative liaison with key external stakeholders such as: Government, Chamber of Commerce, Post Secondary Institutions, etc.
• Coordinate meetings and participates as a member of the Executive Leadership Team (ELT) and the Senior Leadership Committee (SLC) including assisting in agenda coordination, scheduling, attending meetings, taking notes, and tracking action items.
• Prepares/drafts various documents in support of ELT & SLC projects.
• Prepares account of the meetings and designates and follows up on assigned action items.
• Support and participate in strategic events as needed.
• Collaborate with all administrative roles on events and projects.

The successful candidate will have:

• 10 years of relevant experience in a professional, executive-level environment.
• A post-secondary diploma or certificate in Office Administration. Equivalent experience will be considered.
• Minimum 10 years of relevant experience in a professional, executive-level environment.
• Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional organizational skills with a strong attention to detail and accuracy.
• Excellent interpersonal and communication skills, with a professional and polished demeanor.
• Strong writing, editing, grammatical, and research capabilities.
• Proven time management, analytical thinking, and problem-solving abilities.
• Demonstrated discretion, diplomacy, and tact in handling confidential and sensitive information.
• Ability to work independently, prioritize tasks, and manage competing demands in a fast-paced environment.
• Collaborative mindset with the ability to build strong working relationships across all levels of the organization.
• Flexibility and adaptability to shifting priorities, urgent requests, and evolving leadership needs.
• Experience supporting multiple senior leaders simultaneously, including calendar management, travel coordination, and meeting preparation.
• Confidence and initiative to anticipate needs, take ownership of tasks, and contribute to executive-level decision-making support.

ABOUT US

We are Edmonton’s Destination Management and Marketing Organization (DMMO). We also manage two of Edmonton’s award-winning venues, the Edmonton Convention Centre and the Edmonton EXPO Centre. We help tell Edmonton’s story, elevate the Edmonton experience, and drive inbound visitation and economic impact on the visitor economy.
Working together in a one-team approach aligned with our core values, Explore Edmonton’s business units’ market and sell Edmonton as a year-round destination to visit, work, and play in while developing products and experiences with a uniquely Edmonton flavour. By incorporating the management of the city’s two award-winning venues into Explore Edmonton, we are uniquely positioned to attract major events, meetings, and conventions to our city, generating greater economic impact. While Explore Edmonton’s mandate is focused on generating inbound visitation, what we do and how we do it also enhances and amplifies the quality of life for Edmontonians. The people who live here are our greatest ambassadors, so making it easier for them to love our city makes it easier for us to sell it.
Explore Edmonton encourages, supports, and celebrates a diverse and inclusive work environment. We strive to create a workplace that reflects the city we promote and where our employees feel safe and supported daily.

• Assists Officers with daily administrative duties and completes a broad variety of administrative tasks and logistics including calendar management, coordinating speaking engagements, completing expense reports, composing correspondence, arranging detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Screens correspondence and prepares and send responses on behalf of Officers.
• Supports Officers with the prioritizing of external commitments.
• Work with Director, Board Governance & Strategic Projects to assist with identifying events for Board participation, scheduling Officer review time for board packages and call arounds for Board and Shareholder meetings.
• Support annual business planning cycle with corresponding budget and helps the Officers remain focused on key actions associated with annual business plan.
• Supporting cross-functional operational efforts across the officers’ portfolios to ensure cohesion and efficiency.
• Acts as administrative liaison with key external stakeholders such as: Government, Chamber of Commerce, Post Secondary Institutions, etc.
• Coordinate meetings and participates as a member of the Executive Leadership Team (ELT) and the Senior Leadership Committee (SLC) including assisting in agenda coordination, scheduling, attending meetings, taking notes, and tracking action items.
• Prepares/drafts various documents in support of ELT & SLC projects.
• Prepares account of the meetings and designates and follows up on assigned action items.
• Support and participate in strategic events as needed.
• Collaborate with all administrative roles on events and projects