Executive Assistant Finance & Strategy

POSTING DATE: January 6, 2024

CLOSING DATE: January 20, 2025

JOB NUMBER: 2024-99

HYBRID WORK: Not Eligible

POSITION TYPE: Permanent

LOCATION: St. Albert

Alberta-Pacific Forest Industries Inc. (Al-Pac) is seeking a Executive Assistant to work out of our office in St. Albert, Alberta. The successful candidate will be responsible for providing administrative and office management support to Senior Executive Assistants and the leadership team, ensuring seamless day-to-day operations. This role is responsible for assisting with executive calendar management, coordinating travel, preparing expense reports, and handling various general office duties. The Executive Assistant also plays a key role in organizing internal events, troubleshooting meeting logistics, and managing workspace arrangements.

Who Are We?

Al-Pac is the largest single-line kraft pulp producer in North America. Our mill is located near the communities of Athabasca, Boyle & Lac La Biche. We are leaders in our industry, from our quality products, mill operations and responsible forest management practices, to the way we grow and develop our team members and work with local communities. We are continuously exploring new and innovative ideas, while delivering premium products with a commitment to strong environmental stewardship and corporate social responsibility - a commitment that is demonstrated by our long-standing Forest Stewardship Council® (FSC®) certification*.

Role Responsibilities

Administrative Support

• Assist the Senior Executive Assistants in managing executive calendars, scheduling meetings, and organizing travel arrangements.
• Support the preparation of expense reports, presentations, and other administrative tasks as required.
• Perform general office duties, including handling mail, managing email lists, and responding to ad hoc administrative requests.
• Supports Pcard reconciliation of Senior Executive Assistants.
• Perform daily responsibilities to ensure smooth workflow and task completion.
• Align performance to key performance indicators (KPIs) to maintain operational excellence.

Office Management

• Assist with day-to-day office management tasks, including ordering supplies, managing workspace setups and bookings, parking and handling visitor coordination.
• Help troubleshoot meeting room booking conflicts, technology issues and coordinate with IT for additional support when necessary.
• Provide support regarding HSS concerns and the H&S meeting.
• Resolve immediate operational issues and escalate issues as required.
• Continuously assess and seek to improve efficiency and quality within the scope of role.
• Ensure compliance with industry regulations and internal standards.

Document Preparation

• Organize and prepare documents using a variety of applications for technology devices, such as standard office software.
• Support the preparation of letters, emails, and more complex reports, agendas and minutes of meetings.
• Gather and summarize data for reports.

Event and Meeting Coordination

• Provide support for internal events such as Town Hall meetings, Christmas activities, and other office events.
• Assists Senior Executive Assistants with event and meeting planning by conducting research, securing venues, managing attendance tracking, and communicating event information.
• Assist with the collation of Board packages, ensuring cohesion of Board materials for formatting and completeness.

Role Requirements

• A high school diploma or equivalent is required; a post-secondary diploma or certificate in business administration or a related field is an asset.
• Minimum 2 years of experience in an administrative support role.
• Basic experience supporting leadership or executives is preferred but not mandatory.
• Excellent written and verbal communication skills.
• Ability to influence and collaborate with stakeholders at all levels.

Other

• Organizational Skills - Strong organizational skills with the ability to handle multiple tasks and meet deadlines.
• Communication - Effective verbal and written communication skills.
• Technical Skills - intermediate to advanced skill in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, OneDrive) and basic knowledge of office technology.
• Attention to Detail - Ability to maintain accuracy in tracking tasks, managing schedules, and coordinating meetings.
• Interpersonal Skills - Ability to work well with a team, collaborate effectively, and maintain professionalism in all interactions.
• Confidentiality - Highly confidential position; candidates must possess the fundamental ability to keep confidential matters confidential.
• Language Skills - Fluency in Japanese would be an asset.

What We Offer

• A competitive annual salary including a company-paid pension at 7% and matching RRSP up to 3%.
• Company-paid dental and extended health benefits, including a health care and taxable spending account and supplemental life insurance.
• Compressed work schedule (Monday-Thursday, 7:00 a.m. to 5:00 p.m.).
• Four week's annual vacation to start, increasing with years of service.
• Relocation Assistance Program, depending on eligibility.
• Team-based culture that encourages work-life balance.

To apply today and learn more about Al-Pac's current opportunities, please visit: alpac.ca/grow-with-us

Legal Statement

Al-Pac is an equal opportunity employer and encourages applications from all qualified individuals. We wish to express our thanks to all applicants for their interest and effort in applying for this position; however, only candidates selected for an interview will be contacted.

*FSC-C021640