Executive Assistant
AltaML
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Edmonton, AB, Canada
Posted 6+ months ago
About Us:
AltaML is a leading North American applied AI company with extensive experience in building and operationalizing AI software solutions.
We are a company like no other – we believe in making small bets, failing fast, and being better together. We are looking for creative problem-solvers who obsess about the customer to find wins across different industries.
We don’t hire for fit; we hire to add. We are looking for people who play our core values of being: Agile, Gritty Humble, and Happy. If you’re passionate about AI/ML, thrive in a dynamic environment, and want to work with a diverse team of wickedly smart people, we want to hear from you!
As an Executive Assistant (EA) to the CEO, you work closely with the Chief of Staff to ensure the CEO can focus on strategic priorities while managing operational and administrative tasks. You are an expert at keeping balls in the air and can manage competing priorities from multiple stakeholders.
This is not just a scheduling role. You’ll be a key operator behind the scenes: shaping communications, coordinating with the executive team, managing investor and government relationships, and keeping the office running smoothly. The EA is the face of our Edmonton Headquarters. You are the first point of contact for Team Members and visitors in the office, answering questions and directing people to the resources they need. You’ll thrive here if you love being five steps ahead, excel in ambiguity, and bring a calm presence to high-stakes situations. As a key contributor to our culture, you are excited to be in the office ensuring things are running smoothly and that we’re never out of Bubly!
What you'll do is described below:
Calendar Management
- Provide sophisticated calendar management for the CEO and from time to time, the Executive team, prioritizing inquiries and requests, while troubleshooting scheduling conflicts.
- Proactively work with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately and anticipating other needs.
Meeting Coordination:
- Balance the roles of "gatekeeper" and "gateway", providing a bridge for smooth communication between the CEO and Team Members, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
- Coordinate and handle all logistics for executive team meetings and board meetings, events, and retreats, including: scheduling meetings, coordinating travel itineraries, drafting agendas, developing, compiling, and distributing Board materials
- Act as a back up to the Board Secretary and Board of Directors, on an as needed basis, and recording meeting minutes in the capacity of Board Secretary.
Communications and Outreach:
- Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
- Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect CEO’s style and organization policy.
- Coordinate the CEO's outreach activities and follow up with the connections made by the CEO to cultivate ongoing relationships in private, public, governmental, and tertiary institutional sectors across North America.
- Collaborate with the communications team regarding requirements and logistics for strategic speaking opportunities.
- Working closely with Marcomm and Sales, ensuring that the CEO is well briefed with respect to the audience and target relationships at upcoming events and conferences.
Administrative Support and Office Services Management:
- Complete projects by assigning tasks to appropriate teams, including the Executive Team, on behalf of the CEO and manage timelines.
- Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
- Support with completing accurate expense reports.
- Acting as a ‘concierge’ for the rest of the company, has a well rounded knowledge of how we do things. This includes cultural norms, practices, and model desired behaviours when it comes to visibility in the office, supporting facility related requests, and creating a safe, welcoming and hospitable environment for all team members, clients, and visitors.
- Evaluate and assist in developing workplace policies and procedures.
- Anticipate future needs as the organization scales and make appropriate recommendations to support growth.
What You Bring:
- Bachelor's Degree in related field; Business Administrative certification/degree preferred.
- Project Management certification is considered an asset.
- 5+ years of Executive Assistant experience, including 2+ years in managing corporate governance in a start-up or high growth environment.
- Advanced working knowledge of G-Suite and Microsoft Office; expertise in Asana, HubSpot, Docusign, and working with AI is considered an asset.
- Track record of communication and engagement with internal and external stakeholders including executive and C-suite leaders, as well as external governmental bodies.
- Experience researching, drafting, and editing correspondence for government relations.
- Knowledge of the relevant governmental legislative processes is an asset.
- Proven experience in writing successful grant applications and designing complex documents for executive review.
- Previous experience with facilities and event management responsibilities; including vendor and contract management, risk management, and development of policies and procedures.
Additional Requirements:
- Must be able to work from our Edmonton office five days a week, with on-call availability and occasional travel requirements.
- Our office is located at #2200, 10130 103 Street, Edmonton.
- Occasional travel across provinces may be required.
Responsible AI (RAI)
AltaML employees, contractors, and associates must be trained and well-versed in the importance of Responsible AI and empowered to enact RAI principles by developing and deploying AI solutions. They should also be empowered to raise and escalate RAI concerns as required.
AltaML is responsible for elevating public discourse and awareness of AI through open, transparent communications with the broader public.
Equal Opportunities
AltaML is dedicated to fostering a safe, diverse, and inclusive workplace as an equal-opportunity employer. We welcome applications from qualified individuals of all backgrounds, encompassing ethnicity, religion, disability status, gender identity, sexual orientation, family status, age, nationality, and educational backgrounds. If you are invited for an interview and require accommodations during the interview process, please don’t hesitate to let us know.
AltaML acknowledges that its head office is located on Treaty 6 territory, and respects the histories, languages, and cultures of First Nations, Métis, Inuit, and all First Peoples of Canada, whose presence continues to enrich our vibrant community.
We Look for A-Players Who:
- Express our core values
- Are hungry for knowledge
- Want to learn new skills
- Are respectful
- Collaborate with others across the whole company
- Share knowledge with coworkers
- Educate and promote AI and ML concepts both internally and externally
- Have a high work ethic and are self-motivated
Our Perks:
🌴Uncapped Vacation - For all full time, permanent employees. Seriously, take the time you need - when you need it.
🚀Make an Impact - Witness the impact your work contribution has on the success of our company.
👩🏿💻Working with PhD and Master Level Colleagues - Endless conversations around the latest in Machine Learning and Applied AI.
🩺Competitive Benefits - For all full time, permanent employees.
🏢 Office as a Resource - Hybrid work environment with state-of-the-art office spaces that ignite collaboration.
⚡Big Slack Energy - IYKYK.
Our Culture:
You will be working in a high-paced environment focused on creating unique ML solutions to problems across multiple industries to generate impactful value. You will be working at a company with employees who have multiple years of industrial and academic experience in data science, software engineering, product development, and machine learning fields.
You will be able to experience a collaborative company culture, which means we believe in working hard, getting the job done, and enjoying the group social on Fridays. You’ll also get flexibility in where you work, what hours you work, how much vacation you take, and what you wear. We expect hard work but respect work/life balance.
Core Values:
At AltaML, we are driven by our core values. We believe that by embodying these values in everything we do, we will exceed our customer’s expectations while creating a positive and empowering work environment for our team members. We are dedicated to living our values and strive to make them the foundation for our success.
Gritty - We are entrepreneurial, determined, and resilient, pushing through challenges to achieve our goals.
Agile - We make decisions based on “little bets” creating a safe space to take risks. We embrace an interactive process, allowing ideas to fail quickly or be scaled iteratively. Together, we continuously refine and improve our approach to reach the desired outcome.
Humble - We listen to data, embrace new ideas, admit limitations and take ownership to solve problems. We constantly push ourselves to improve and excel.
Happy - We ignite passion and purpose by fostering a dynamic work environment. We encourage tap dancing to work, common sense over rules, empowering team members to find joy in their contributions, and being your authentic self.
This job is no longer accepting applications
See open jobs at AltaML.See open jobs similar to "Executive Assistant" Work In Tech.
