Executive Assistant Job at Canacre in Scottsdale

Join the Canacre team in an exciting role working on leading edge infrastructure projects.  
We are technical experts in land, energy, and transportation development delivering accurate, innovative, and agile solutions to our partners. We provide land acquisition, geospatial mapping, data management, web-based GIS, community relations, land feasibility studies, and permitting services. Canacre’s clients include developers, large scale service providers, and government entities that are involved in the planning and development of energy projects, rights of way, resources, and infrastructure across Canada and the United States. Canacre works on large-scale wind and solar power projects, high-voltage transmission lines, pipeline projects, municipal roads projects, and groupings of cellular towers and rooftop antennas.

At Canacre, we act with honesty and integrity within a culture where trust, collaboration, and teamwork flourish. We commit to diversity, inclusivity, and the celebration of successes. Our vision is to foster an environment that promotes inspired and empowered team members who make an impact.

The Executive Assistant supports the President who is located in Arizona. In addition to Executive Assistant responsibilities, the Executive Assistant will also lead the administrative team and provide office, executive coordinator, and administrative support to Canacre employees throughout Canada and the USA.  

Your role will be to:

• Managing the executive's calendar and scheduling meetings, appointments, and travel arrangements. 
• Prioritize and manage incoming communications, including emails, phone calls, and correspondence. 
• Gather, compile, verify, and analyze information for the President's use in documents such as memos, letters, reports, speeches and presentations. 
• Prepare travel schedules, book travel arrangements, and make reservations for the executive. 
• Taking meeting minutes and following up on action items Handling basic data entry.  
• Maintain a high level of confidentiality in all interactions. 
• Handle confidential information with utmost discretion. 
• Act as a primary point of contact for internal and external stakeholders on behalf of the executive team. 
• Facilitate communication between the executive team, administrative staff, and other departments. 
• Manage office operations including facilities management, vendor relations, and office supplies and managing inventory.  
• Maintaining office filing systems and records.  
• Coordinate the logistical aspects of departmental programs such as meetings, seminars, workshops, special projects, and events. 
• Greeting visitors and managing reception area.  
• Assisting with onboarding new employees Handling basic data entry.  
• The level of office management duties will depend on the specific needs of the executive. 
• May work closely with a dedicated office manager to coordinate larger administrative initiatives. 
• Delegate administrative tasks to the administrative team, ensuring efficient workload distribution. 
• Set clear expectations and performance standards for administrative staff. 
• Provide coaching and mentorship to the administrative team on best practices and procedures. 
• Proactively identify and resolve administrative issues before they escalate. 
• Monitor team performance and address issues as needed. 
• Processing expense reports.  
• Handling basic data entry.  
• Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, and reports as needed. 
• Managing project timelines and deadlines. 
• Provide administrative support to the Sr. Leadership team. 

Qualifications:
Education:

• Post-secondary education in general administration or related field. 

Experience

• Minimum 10 years' experience working in an office environment.  
• 5+ years successful experience working with executive-level staff; outstanding organizational and administrative skills. Previous experience as an office administrator, operations manager, executive assistant, or administrative assistant. 
• 3+ years of experience managing others.  

Knowledge/Skills

• Able to work independently and as part of a team while delivering exceptional customer service. 
• Effectively manage their own workload while also understanding when to delegate tasks to other team members. 
• Outstanding organization, interpersonal, verbal and written communication skills; able to effectively interface with employees at all levels. 
• Strong administrative and data management skills. 
• Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint). 
• Ability to respond quickly in a dynamic and changing environment.  
• Results-oriented, with the ability to complete assignments on time and manage multiple priorities.  
• Strong attention to detail while being able to perceive and analyze problems, develop alternatives and implement solutions. 

Physical Requirements

• Ability to drive a vehicle, possess a valid driver's license and have an acceptable driving record that meets Canacre’s insurance requirements. 
• Viewing of a computer screen for extended periods with hand/wrist manipulation to operate a keyboard. 
• Ability to stand and walk for up to 8 hours. Ability to generally balance, stoop, kneel, or crouch. 
• Ability to lift/move up to 50 lbs. 

At Canacre, our benefits program is one of the ways in which we reinforce the value we place on employees and the role they play in helping us achieve our goals. Canacre offers comprehensive health and dental coverage, paid time off, and disability insurance. Other benefits include a RRSP employer matching program, Employee Assistance Program, flexible work arrangement and a variety of wellness programs.

Canacre is an equal opportunity employer, committed to a diverse workforce. Canacre complies with federal and state/provincial law governing non-discrimination in employment practices.

Given the volume of applications we typically receive, we are unable to respond to all applicants, however, you will be contacted if your experience is a suitable match with one of our upcoming projects. 

At Canacre, we are committed to upholding the highest standards of employment practices in each jurisdiction we operate in. We ensure that all employees are fairly compensated for their work, in accordance with the provisions outlined by the Fair Labor Standards Act (FLSA) and the Canada Labour Code.
 

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