Executive Assistant

At Fort McKay Group of Companies LP we are committed to ensuring “no harm” to our most valuable asset – people. We achieve this by: promoting personal safety amongst the workforce; striving for excellence in Safety Performance by making continuous improvement an essential component of our Health, Safety & Environment management systems; we believe the safety is everyone’s responsibility and can only be achieved through the active participation of everyone within the organization. We are devoted to making “Safety… Our Way of Life”.

Job Summary:

We are expanding our administration team.  The Executive Administrative Assistant will be reporting to senior level in the organization to provide high level administrative support to key executives in the workplace.  They may also oversee office functions, supervising the execution of administrative duties in a timely manner.

Duties and Responsibilities:

 This position is required to perform the following, but not limited to:

• Prepare various meeting agendas, packages, minutes, calendar invites for Executives Team, JV’s, partnerships and FMG (Fort McKay Group) Board of Directors
• Organizing and scheduling key meetings with internal and external stakeholders including Board meetings
• Maintain and update electronic filing systems; contracts, documents with Executive signatures, board documents, marketing & branding, and membership documents
• Respond to telephone and written inquiries from staff and public
• Screen incoming calls to the Executive
• Screen and distribute incoming Executive emails and invites, responding where appropriate
• Provide a variety of documents – confidential correspondence, memo’s, contracts, reports, proposals, financial documents, payroll documents/tracking and misc. templates
• Arrange itineraries, travel, hotel and car reservations for Executive and other personnel as required
• Order catering for meetings and conferences in addition to Nation events as required
• Compile and review expense reports, VISA statements, cheque requests and other financial documents as required
• Management of FOB’s, Keys, management security and office access for Executive
• Organize and set up meeting communication requirements such a videoconferencing and other office equipment as required
• Event planning – Internal and external; Retreats, Christmas Party and Golf Tournament
• Run various errands for Executive 
• Attend meetings with clients and events and document as required by Executive for administrative support
• Day to day requests i.e., ordering flowers, and purchasing
• Liaison between Executives, Management, Board of Directors, FMFN (Fort McKay First Nation) Band, JV’s (Joint Ventures), Partnerships and public/client
• Perform any related and/or additional duties as assigned.

Knowledge and Skills Required:

• Completion of a High School Diploma, or a GED equivalent is required.  
• A valid Class 5 License (or equivalent) is required, along with a satisfactory 3-year Drivers Abstract.
• Post-secondary diploma or degree in Administration is required.  
• Minimum 5 years’ experience in Executive Administration is required.    
• Expert knowledge in MS Office, specifically Word, Excel, and Outlook is required.  
• Effective communicator and interpersonal skills, including excellent oral, written communication, and listening skills
• Strong organization skills managing a variety of communication mediums 
• Excellent time management and task prioritization skills for the Executive efficiency
• Strong judgement balancing competing interests calendar management

This is a full time position located in Fort McKay, AB.  Travel will be regularly required.

Fort McKay Group of Companies is a growing oilfield and Construction Company which is 100% owned and controlled by the Fort McKay First Nation in Alberta, Canada. The Fort McKay Group of Companies LP is an equity employer and qualified applicants of indigenous ancestry may be given first consideration in any hiring decision. If you wish to receive consideration under the equity principles in our Hiring and Recruitment Policy you must declare your indigenous status in your application.