Executive Assistant to CEO

Accomsure is the first Canadian full service Additional Living Expenses (ALE) Specialist. Accomsure manages the short term and long-term ALE requirements for policyholders allowing the policyholder the ability to focus on their basic needs while freeing up adjusters and Insurance Companies to focus on the claim.

We provide assurance and peace of mind for policyholders and adjusters during catastrophic events (i.e. Fire, Water, Flood damage), getting them back to normality as soon as possible.

Job Description: Executive Assistant

The Executive Assistant acts as the support person for the two Co-CEO’s. This position helps with various administrative and organizational needs, such as setting up appointments and overseeing schedules. Acting as a gatekeeper, this position helps to buffer the information that’s provided to the Co-CEO’s and may also attend meetings on behalf of the Co-CEO’s.

This position can also expect to perform such tasks as maintaining electronic and paper records, as well as recording and distributing meeting action plans. This position will also be responsible for researching, tracking and providing reports as needed to the Co-CEO’s.

Location: Calgary

Work Location: Hybrid (office/remote)

Hours: 9:30am – 6:00pm

Job Responsibilities:

• Coordinate daily calendars, including e-mail triage, scheduling and taking on special projects.
• Task list management, including facilitating accountability to both CEO’s on their “must-do’s” on a weekly basis.
• Action-plan management for the Executive team (reporting to CEO’s), including updating actions captured during meetings and creating briefs for the CEO’s for follow-ups.
• Plan appointments, meetings and events.
• Conserve the CEO’s time by reading, researching, and routing correspondence, drafting letters, e-mails and documents for business and personal matters.
• Collecting and analyzing information and initiating outbound communications with both CEO’s and other stakeholders in their organizations.
• Use Microsoft software to format and prepare documents, spreadsheets, forms, databases, reports, presentations, and other documents.
• Problem solve and handle initial objections on tasks on behalf of the CEO’s prior to escalating.
• Transcribe material from handwritten notes or dictation.
• Coordinate travel arrangements and accommodation for CEO’s both for business and personal trips.
• Act as a point of contact between CEO’s and employees/clients.
• Complete personal administrative tasks for the co-CEO’s and their spouses.
• Be available for off-hour calls that require immediate assistance for things such as a change in the hotel, change of flights, boardrooms, etc.
• Maintain a high degree of confidentiality & discretion with all information and requests handled.

Education & Experience Required:

• Minimum of five (5) years’ experience as an Executive Assistant.
• Administrative Assistant courses an asset.
• Strong experience coordinating meetings and distributing copies of action plans.
• Proficient in MSOffice Suite and products such as excel and power point.
• Experience exercising discretion and confidentiality with sensitive company information.
• Must be able to conduct research and create reports or presentations.
• Familiarity with HubSpot or any other CRM is an asset.

Core Competencies:

• Excellent verbal & written communication skills
• Problem solving
• Active listening
• Emotional Intelligence
• Effective Prioritization
• Proactive Planning
• Time Management
• Resourcefulness
• Analytical Thinking
• Calm under pressure
• Adaptive/Flexible
• Critical Reasoning
• Discretion
• Ability to learn quickly
• Organized and Attention to detail
• Strong interpersonal skills

Note: This is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts or working conditions associated with the position. The company reserves the right to revise the functions and duties of the position or to require that additional or different tasks be performed.