Executive Assistant to Chief Executive Officer

Obasa Group is seeking a strategic reliable and results-driven Executive Assistant to join our corporate team in Saskatoon.

The selected candidate will be contacted for an interview we thank all those who apply.

Key responsibilities of Executive Assistant will include but are not limited to:

Executive Support & Calendar Management

• Manage the CEOs complex calendar including scheduling meetings appointments travel and events.
• Prioritize competing demands and resolve scheduling conflicts proactively.
• Coordinate and prepare daily briefings agendas itineraries and background materials for meetings.
• Screen and manage incoming communications including emails calls and correspondence.
• Serve as gatekeeper for the CEOs time while ensuring accessibility for critical matters.
• Track deadlines action items and follow-ups to ensure timely completion.

Strategic and Administrative Support

• Support the CEO in managing strategic initiatives special projects and organizational priorities.
• Prepare reports presentations spreadsheets and executive-level correspondence.
• Conduct research compile data and prepare briefing materials to support decision-making.
• Assist with monitoring progress on strategic goals and key performance indicators.
• Draft proofread and edit communications on behalf of the CEO.

Communication & Stakeholder Management

• Serve as a liaison between the CEO and internal/external stakeholders including executives employees clients partners investors and lawyers.
• Facilitate effective communication flow across departments.
• Handle sensitive inquiries with tact diplomacy and professionalism.
• Support preparation for speaking engagements presentations and executive communications.

Travel & Event Coordination

• Arrange complex domestic and international travel including flights accommodations transportation visas and itineraries.
• Manage travel expense reporting and reconciliations.

Office & Operational Support

• Assist with managing executive office operations and administrative processes.
• Develop and improve systems processes and procedures to increase efficiency.
• Monitor budgets related to executive office expenses when applicable.
• Maintain active accurate and organized digital filing systems ensuring records are current accessible compliant and securely maintained.
• Oversee document control and retention processes including electronic records management and version control.

HR Administration

• Support human resources administration related to onboarding offboarding and employee record management.
• Coordinate end-to-end onboarding processes including offer documentation orientation scheduling equipment setup coordination policy acknowledgments and new hire documentation.
• Facilitate smooth offboarding processes including exit documentation system access coordination asset returns and separation checklists.
• Maintain accurate and confidential employee files and HR documentation in digital filing systems.
• Assist with preparing and updating onboarding materials employee handbooks and internal process documentation.
• Coordinate with payroll IT and department leaders to support employee transitions.

Project Management

• Lead or support special projects on behalf of the CEO.
• Track project milestones deadlines and deliverables.
• Coordinate with internal teams to ensure project execution.
• Anticipate issues identify solutions and escalate risks as needed.

Requirements

Education & Experience

• Postsecondary education in Business Administration Office Administration Human Resources Communications or a related field preferred.
• 5 years of progressive experience supporting senior executives preferably at the CEO or C-suite level.
• Experience in executive administration office operations project coordination and high-level stakeholder support.
• Experience with HR administration onboarding/offboarding and confidential employee record management preferred.

Knowledge Skills & Abilities

• Strong attention to detail with a high degree of accuracy.
• Exceptional organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills with polished professional correspondence.
• Demonstrated discretion and ability to handle highly confidential and sensitive information.
• Ability to anticipate needs take initiative and work independently with minimal supervision.
• Proven ability to prioritize adapt and thrive in a fast-paced dynamic environment.