Executive Assistant

 Executive Assistant

Company: Xtreme Oilfield Technology Ltd.

Location: St. Paul, AB

Position Type: Full-time

Hours: Monday – Friday, 8:00 AM – 4:00 PM

Job Summary

The Executive Assistant must be able to work and maintain strict compliance with corporate/office policies and procedures, established health and safety protocols, and all applicable local, provincial, and federal regulations. The Executive Assistant must be able to function efficiently in a fast paced, detail orientated environment and possess great communication skills.

Job Responsibilities

• Answer and direct all incoming phone calls.

• Process all emails (joint email boxes) and respond/forward as needed.

• Keep up to date on procedures and processes for Reception that are required, and update procedure binder as applicable.

• Communicate with other departments to ensure deadlines are met, i.e.: month end, tickets, etc.

• Complete required paperwork as necessary, i.e.: daily timesheets on app, change or update personal information as needed, time off requests, etc.

• Issue key fob access to the head office building and communicate with the shop if the same access is required there.

• Hand out promotional items and complete payroll deduction form as required.

• Complete forms as required for donation items.

• Complete and handout Gym membership forms and obtain authorization from a manager.

• Scan and enter documents into shared drives when needed.

• Organize, file, and track daily dispatch and safety forms.

• Order all office and coffee room supplies as required or requested and obtain Office Administrator approval – search for best prices as required.

• Prepare required form packages (i.e.: Door Pull, etc.,).

• Required to sit for long periods of time but will be required to lift and move boxes that weigh up to 20kgs (Paper, forms, etc.).

• Communicate with the Office Administrator regarding any changes or additions to responsibilities that may arise or become a concern.

• Scan, upload and/or send/email ticket invoices.

• Enter all receivable payments.

• Prepare and send out bank deposits and records.

• Track payable items that get picked up i.e.: expense cheques, lease-op packages, etc.

• Pick up and send out all mail/courier items and record on the tracking sheet.

• Sign-in visitors to head office, ensure required paperwork completed as necessary.

• Out of office tracking calendar.

• Book boardroom as requested.

• Organized and stock boardroom with required supplies/items.

• Clean and stock coffee area/supplies.

• Assist management with job bid forms and applications.

• Manage MSA file folders in drives.

• Manage Rate sheet file folders in drives.

• Assist management with various requests as needed.

Qualifications

• Must have a valid Driver’s license.

• Minimum grade 12 education with post-secondary preferred.

• Great Microsoft office knowledge, especially Excel.

• Knowledge of Scan Snap and Adobe Pro an asset.

• Work well with a team.

• Successful completion of a pre-employment background process including, but not limited to, employment verifications, as well continued verifications throughout employment to ensure that all records meet company policy standards.

Recruitment Supported by Lakeland HR Solutions.