Executive Assistant - Head Office

Job summary

The Executive Assistant will manage strategic initiatives, communications, and logistics to support the Chief Operating Officer. This role involves leveraging AI tools to streamline operations, coordinate board meetings, and act as a liaison between senior leadership and external stakeholders.

Job details

Join the Ride! Position: Executive Assistant Location: In office, Edmonton, AB Classification: Full-Time, Immediate Hire, Onsite Salary: to be discussed Your area of focus. AutoCanada offers a fast-paced, high-impact environment within a nationally scaled, performance-driven automotive organization. This role is ideal for a highly organized, proactive professional who thrives on supporting senior leadership while keeping day-to-day operations running smoothly. As the Executive Assistant to the Chief Operating Officer, you will play a critical role in enabling executive effectiveness by managing priorities, communications, and logistics. You will work closely with internal teams, governing bodies, and external partners, exercising discretion, sound judgment, and exceptional attention to detail while leveraging technology in a highly visible position. What drives your day-to-day? * Executive Project Management: Lead, track, and execute strategic executive initiatives, key organizational priorities, and cross-functional projects on behalf of the COO using formal project management methodologies. * AI-Driven Operations & Efficiency: Leverage enterprise AI tools and automation to streamline executive workflows, optimize complex multi-time-zone calendar scheduling, coordinate travel itineraries, and process expense reporting. * Stakeholder Management & Liaison: Serve as a trusted liaison between the COO, senior leadership, Board members, governing bodies, OEM partners, and external stakeholders, driving project alignment and accountability. * Proactive Risk & Priority Management: Anticipate executive needs by proactively tracking deadlines, identifying operational bottlenecks, and driving follow-ups across high-visibility initiatives. * Meeting & Governance Orchestration: Coordinate leadership, Board, and OEM partner meetings, using digital tools and AI platforms for agenda creation, rapid transcript/minute generation, action-item tracking, and post-meeting execution. * Document & Content Engineering: Prepare high-impact presentations, strategic briefs, and official correspondence using AI-assisted drafting and data visualization tools, maintaining strict accuracy and confidentiality * Legal & Regulatory Execution: Collaborate with Legal to manage digital signatures, notary logistics, and execution of governance documents, ensuring full compliance with provincial regulators. What are the must haves? * Project & Priority Management: Proven ability to independently manage and track multiple projects and competing priorities, proactively driving deliverables forward, resolving issues, and ensuring successful outcomes through strong organization, resourcefulness, and follow-through. * Advanced AI Proficiency: Demonstrated, hands-on experience utilizing Generative AI tools (e.g., ChatGPT, Copilot, Gemini) and prompt engineering to automate workflows, analyze data, and accelerate document preparation. * Senior Executive Support: Minimum of 5 years of experience providing high-level support to C-suite executives, preferably within a fast-paced corporate environment. * Governance & Board Experience: Direct experience managing Board of Directors logistics, governance reporting, and high-level partner communications. * Tech-Savvy & Resourceful: Exceptionally adept at adopting new software, cloud collaboration platforms, and digital productivity tools to drive operational excellence. * Industry Context: Previous automotive industry experience is considered a strong asset. * Education: Diploma or degree in Business Administration, Project Management, Office Administration, or a related field. * Professional Competencies: High emotional intelligence, discretion with confidential data, resilient problem-solving skills, and exceptional written and verbal communication abilities. The Perks. * Competitive Compensation and Benefits Package * Employee Vehicle Purchase & Service Plans * Company-wide appreciation events and contests throughout the calendar year * Employee and Family Assistance Programs * Professional development and the opportunity to grow your career And those are just the basics. We strive every day to create a workplace culture that embraces diversity and inclusivity, ensures fairness and equal opportunities, and fosters a sense of belonging for all Team Members. As an equal opportunity employer, we actively support everyone in expressing themselves and reaching their full potential. Can you picture yourself here already? We hope so. It’s equally important that you choose us as we choose you. Take a sneak peek at what we think makes this one of the best workplaces around. If you think you’re a good fit to come along on our ride, apply now through our website at www.autocan.ca/careers. We thank all applicants for their interest; however, only those selected for an interview will be contacted. Our commitment extends to reaching out to individuals from various backgrounds and identities. We do not discriminate based on gender identity, race, national origin, ethnicity, religion, age, sexual orientation, marital or family status, or mental/physical disabilities. At AutoCanada, we want every candidate to have an equal opportunity to showcase their skills. We welcome applications from individuals of all backgrounds, identities, and abilities. If you require accessibility accommodations at any point during your application process, please let our team know so we can support you. Instagram [https://www.instagram.com/autocanadainc/] Facebook [https://www.facebook.com/autocan] LinkedIn [https://www.linkedin.com/company/autocanada] #LI-PR1

What you’ll do

The Executive Assistant will manage strategic initiatives, communications, and logistics to support the Chief Operating Officer. This role involves leveraging AI tools to streamline operations, coordinate board meetings, and act as a liaison between senior leadership and external stakeholders.

Requirements

Candidates must have at least 5 years of experience supporting C-suite executives and possess advanced proficiency in Generative AI tools. A degree or diploma in Business Administration, Project Management, or a related field is required, along with strong project management and governance experience.

Benefits

• Competitive compensation and benefits package
• Employee vehicle purchase and service plans
• Company-wide appreciation events
• Employee and family assistance programs
• Professional development

Listed skills

• Data visualization · Preferred
• Problem solving · Preferred
• Communication · Preferred
• prompt engineering · Preferred
• Project management · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project management
• Executive support
• Generative AI
• Prompt engineering
• Stakeholder management
• Governance
• Board reporting
• Calendar management
• Travel coordination
• Expense reporting
• Data visualization
• Strategic planning
• Communication
• Problem-solving
• Emotional intelligence
• Confidentiality
• Google Gemini
• Resourcefulness
• ChatGPT
• Prompt Engineering
• Notary Services
• Generative Artificial Intelligence
• Accountability
• Workflow Management
• Expense Reports
• Follow Through
• Resilience
• Workflow Automation
• Artificial Intelligence
• Automation
• Automotive Industry
• Business Administration
• Content Engineering
• Data Visualization
• Digital Signature
• Disabilities
• Document Preparations
• Emotional Intelligence
• Executive Information Systems
• Leadership
• Problem Solving
• Project Management
• Operational Excellence
• Operations
• Presentations
• Productivity Software
• Project Management Office (PMO)
• Stakeholder Management
• Verbal Communication Skills
• Cloud Collaboration

Job areas

• Administrative
• Management & Leadership
• Technology
• Executive Office Assistant
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants

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