Executive Assistant (Permanent Full-Time) 2025-064 at Regina Exhibition Association Limited

Regina, Saskatchewan, Canada -

Full Time

Start Date

Immediate

Expiry Date

22 Dec, 25

Salary

0.0

Posted On

23 Sep, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Time Management, Written Communication, Verbal Communication, Emotional Intelligence, Interpersonal Skills, Microsoft Office Suite, Calendar Management, Travel Coordination, Meeting Coordination, Event Coordination, Confidentiality, Discretion, Judgment, Initiative, Adaptability

Industry

Events Services

Description

THE OPPORTUNITY AWAITS YOU REAL finds itself in the enviable position of managing one of the most interesting and versatile connected spaces in North America with an opportunity to impact the lives of millions by creating life-long memories and delivering exceptional experiences. The Executive Assistant (EA) provides administrative, logistical, and communications support to the CEO and executive leadership team. This role ensures the smooth functioning of the executive office by managing calendars, coordinating travel, supporting meetings and events, preparing documents and correspondence, and acting as a first point of contact for internal and external stakeholders. Working closely with the Chief of Staff & Governance Officer, the EA helps the executives focus on strategic priorities by anticipating needs, managing competing demands, and ensuring timely follow-through on decisions and actions. This role is key to maintaining a professional and high-performing executive office. WHAT WILL YOU DO Executive & Leadership Support Strategically manage complex calendars for the CEO and executive team, anticipating conflicts and protecting focus time. Coordinate executive travel arrangements and itineraries, managing last-minute changes as needed. Process and reconcile executive expenses in a timely manner. Ensure the CEO and executives are fully prepared for meetings with agendas, briefing notes, and supporting materials. Anticipate needs and take initiative to ensure executive time is used effectively. Meeting & Event Coordination Schedule and coordinate executive leadership team meetings, offsite meetings, and board-related sessions. Prepare agendas, briefing packages, minutes, and track follow-up actions. Arrange logistics such as meeting space, room setup, catering, audiovisual requirements, and guest hospitality. Provide event coordination support for executive functions, including staff engagement activities and special events. Communication & Information Flow Draft, edit, and proofread correspondence, reports, presentations, and internal communications for the CEO and executive team. Review, prioritize, and manage incoming and outgoing communications, exercising judgment in triaging and escalating appropriately while ensuring accuracy, timeliness, and confidentiality. Serve as a professional point of contact for stakeholders, representing the Office of the CEO with diplomacy and credibility in all interactions. Administration & Records Management Maintain organized electronic and paper filing systems, ensuring confidentiality of sensitive materials. Manage the flow of documents for executive review and approval, ensuring accuracy and timeliness. Maintain contact lists, distribution lists, and organizational charts for executive use. Prepare and assemble materials for executive and board use, including printing, binding, and organizing briefing packages as required. Perform other duties and special projects as required to support the CEO, Chief of Staff, and executive leadership team. Confidentiality & Professionalism Exercise discretion, judgment, and diplomacy in handling sensitive and confidential information. Act as a gatekeeper for the CEO’s and executive team’s time by filtering requests and prioritizing appropriately. Represent the Office of the CEO with professionalism, integrity, and respect in all interactions. Performs other duties on an as and when required basis. Position: Permanent Full-Time Schedule: Monday - Friday: 8:00 am - 4:30 pm WHAT IT TAKES Apply today if you meet the following requirements: Education and Experience 5+ years of progressive administrative experience supporting senior executives Proven ability to handle confidential information with discretion Experience managing multiple, complex priorities in a fast-paced environment Experience coordinating travel, meetings, and events from end to end. Knowledge, Skills and Abilities Exceptional organizational and time management skills with attention to detail. Strong written and verbal communication skills, with attention to detail and accuracy High emotional intelligence, professionalism, and interpersonal skills Advanced proficiency with Microsoft Office Suite, electronic calendars, and virtual collaboration tools Ability to anticipate needs, take initiative, and adapt to changing priorities Other The successful candidate must also possess and maintain a satisfactory Criminal Record Check (CRC) WHY CHOOSE REAL? Here at REAL, we can offer unique experiences unlike any other organization: Make a difference in your community. Be a part of an industry responsible for creating fun and memorable moments for our guests. A wide range of employment opportunities to fit your lifestyle – whether that’s committing to us in a full-time capacity or more of a casual role that is event-specific and tailored around your availability. We offer competitive wages and industry-standard benefits. Matching Group RRSP plan. For more information visit our website at Submit resumes by October 6, 2025 via the link provided. Please click the link to apply: https://apply.workable.com/real1884/j/F5AAE1F187/ While REAL appreciates the interest of all applicants, only those selected to advance to the next stage will be contacted.

Responsibilities

The Executive Assistant provides administrative, logistical, and communications support to the CEO and executive leadership team. This role ensures the smooth functioning of the executive office by managing calendars, coordinating travel, and preparing documents.