Executive Administrative Assistant

Executive Assistant to the CEO

Location: Jasper, Alberta

Employment Type: Full-Time, Permanent

Compensation: $25.00-$28.00  p/h, + Health benefits

About the Role

This role is more than administrative support — it is a partnership. The Executive Assistant acts as an extension of the CEO, ensuring his time, priorities, and communication flow seamlessly. Success in this position depends on exceptional judgment, emotional intelligence, and the ability to bring clarity, structure, and momentum to a fast-moving environment. Above all, we are looking for someone whose personality, energy, and values align naturally with the culture of Vantage Hotels.

Key Responsibilities

Executive Support

• Manage the CEO's calendar with precision, ensuring priorities are protected and commitments are well-coordinated.
• Conduct regular check-ins to align on upcoming meetings, deadlines, and strategic priorities.
• Monitor and organize the CEO's inbox; identify urgent items and draft clear, professional responses.
• Prepare agendas, briefing notes, presentations, and meeting materials.
• Attend select meetings to capture notes, track follow-ups, and maintain momentum.
• Serve as a polished, warm, and reliable point of contact for internal and external stakeholders.
• Coordinate travel, itineraries, reservations, and event logistics.
• Support personal scheduling and retreat planning as needed.
• Assist with expenses, reimbursements, and occasional errands.
• Conduct research and support CEO-led initiatives and ideas.

Administrative & Document Management

• Maintain organized, consistent document structures in SharePoint. Be very tech savvy.
• Upload, manage, and maintain executive materials such as reports and presentations.
• Create and maintain templates for documents, presentations, and spreadsheets.
• Format, proofread, and prepare high-quality materials.
• Track deadlines for recurring reports and projects.
• Collect and organize departmental updates.
• Perform regular audits of SharePoint and shared drives.

Executive Level Support

• Complete assigned project tasks with accuracy and urgency.
• Support planning and execution of special projects, events, and internal initiatives.
• Coordinate cross-functional teams to ensure smooth execution.
• Gather and analyze data to support decision-making.
• Manage logistics such as scheduling, venues, materials, and follow-up.
• Identify challenges or resource needs and escalate proactively.
• Maintain documentation of project timelines, activities, and outcomes.

Qualifications

• 5+ years in an Executive Assistant or senior administrative role.
• Strong organizational, communication, and prioritization skills.
• Proficiency with Microsoft 365, SharePoint, and productivity tools.
• Experience supporting senior executives; hospitality experience is an asset.
• Ability to work under pressure, pivot quickly, and maintain confidentiality.
• Must be willing to travel throughout Alberta and British Columbia on occasion for meetings.

Ideal Candidate — Personality First Must be a Culture Fit

We are looking for someone whose energy, mindset, and presence make them a natural fit for the Vantage Hotels culture. The right person is:

• Energetic, forward-thinking, and proactive — always anticipating needs and staying several steps ahead of the CEO.
• Proactive — brings calm, clarity, and structure to a dynamic environment.
• Confident with a strong, robust professional presence — able to represent the CEO with maturity, warmth, and polish.
• Hospitality-minded — gracious, people-first, and naturally service-oriented.
• Emotionally intelligent, steady under pressure, and skilled at navigating sensitive situations.
• Trustworthy and discreet, with impeccable judgment.
• Relationship-oriented, building trust quickly with teams, partners, and stakeholders.
• Loyal, committed, and aligned with a people-first leadership culture.
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