Executive Assistant

BIS Safety Software is an innovative technology company providing industry-leading software for the safety sector. Since 2006, we've been committed to innovation and building strong client relationships. We are seeking a highly organized Executive Assistant to provide dedicated administrative support to our leadership team, ensuring seamless coordination and execution of strategic initiatives.

Do you love checking off tasks on your to-do list? Keeping things organized? Highlighters in different colours? Well, this could be the role for you!

About the role

We are seeking a highly organized and detail-oriented Executive Assistant to join our team and play a pivotal role in supporting our leadership team. This individual will be responsible for managing daily operations, facilitating communication, and ensuring smooth execution of strategic initiatives. You will act as the right hand to our leadership team, helping to optimize their time and focus on what matters most—growing our company.

This is an in-person role based out of our Sherwood Park, AB office. 

You might be the right fit if you:

• Proactive and Resourceful: Anticipate needs and find solutions to challenges before they arise.
• Highly Organized and Detail-Oriented: Thrive on creating systems and staying on top of details.
• Cross-Departmental Collaboration: Bringing experience working with cross-departmental teams.
• Adaptability: Thriving in ambiguity and enjoying learning new information, software, and skills.
• Communication Proficiency: Possessing great communication skills, both written and verbal, including strong proofreading and editing capabilities.
• Technological Aptitude: Showing strong technology skills with the ability to learn new technology quickly.
• Project Coordination: Having experience successfully leading and managing large, multifaceted, multidisciplinary projects.

In this role, you'll be expected to:

• Leadership Support: Provide comprehensive administrative assistance to the leadership team, facilitating the seamless execution of strategic initiatives and ensuring operational efficiency.
• Project Assistance: Support the leadership team by tracking and managing deadlines for key initiatives and projects.
• Office Coordination: Support office/building needs, including the coordination of needed supplies and equipment, arranging repairs and maintenance, managing assets and ensuring the necessary insurance and service contracts are in place.
• Purchasing Management: Responsible for the acquisition of materials and services, including supplier selection, contract negotiation, cost management, and quality assurance to support organizational operations and objectives.
• Administrative Responsibilities: This will include tasks such as arranging travel, working with couriers and deliveries, etc. to ensure our operation is running smoothly.
• Vendor and Contractor Coordination: Establish and maintain productive relationships with vendors and maintenance contractors as needed. You may also oversee the quality and timeliness of work completed, and manage any disputes or concerns.
• Logistics and Equipment: Collaborate with the IT department for the procurement, installation, and maintenance of office equipment and technology.
• Employee Engagement and Culture: Play an active role in organizing and executing employee engagement and culture building activities. Assist in planning and coordinating company events, workshops, and meetings.
• Reporting and Documentation: Maintain accurate records and files related to office operations, vendor contracts, and maintenance schedules. Prepare reports on office expenditures and recommend cost-saving strategies.
• SharePoint Management: Update and manage SharePoint content, ensuring training documents and team resources are current and accessible. Provide or coordinate training for team members on how to effectively use SharePoint for collaboration and information sharing.

Qualifications we are looking for:

• Proven experience in an executive assistant, office coordinator, administrative support, or a similar role.
• Exceptional organizational skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Proactive and resourceful, capable of anticipating needs and addressing challenges effectively.
• Must be strong with Microsoft Office (e.g., SharePoint, Excel, Word, Teams).