Executive Assistant

BIS Safety Software is an innovative technology company providing industry-leading software for the safety sector. Since 2006, we've been committed to innovation and building strong client relationships. We are seeking a highly organized Executive Assistant to provide dedicated administrative support to our leadership team, ensuring seamless coordination and execution of strategic initiatives.

Do you love checking off tasks on your to-do list? Keeping things organized? Highlighters in different colours? Well, this could be the role for you!

About the role

We are seeking a highly organized and detail-oriented Executive Assistant to join our team and play a pivotal role in supporting our leadership team. This individual will be responsible for managing daily operations, facilitating communication, and ensuring smooth execution of strategic initiatives. You will act as the right hand to our leadership team, helping to optimize their time and focus on what matters most—growing our company.

This is an in-person role based out of our Sherwood Park, AB office. 

You might be the right fit if you:

• Proactive and Resourceful: Anticipate needs and find solutions to challenges before they arise.
• Highly Organized and Detail-Oriented: Thrive on creating systems and staying on top of details.
• Cross-Departmental Collaboration: Bringing experience working with cross-departmental teams.
• Adaptability: Thriving in ambiguity and enjoying learning new information, software, and skills.
• Communication Proficiency: Possessing great communication skills, both written and verbal, including strong proofreading and editing capabilities.
• Technological Aptitude: Showing strong technology skills with the ability to learn new technology quickly.
• Project Coordination: Having experience successfully leading and managing large, multifaceted, multidisciplinary projects.

In this role, you'll be expected to:

• Leadership Support: Provide comprehensive administrative assistance to the leadership team, facilitating the seamless execution of strategic initiatives and ensuring operational efficiency.
• Project Assistance: Support the leadership team by tracking and managing deadlines for key initiatives and projects.
• Office Coordination: Support office/building needs, including the coordination of needed supplies and equipment, arranging repairs and maintenance, managing assets and ensuring the necessary insurance and service contracts are in place.
• Purchasing Management: Responsible for the acquisition of materials and services, including supplier selection, contract negotiation, cost management, and quality assurance to support organizational operations and objectives.
• Administrative Responsibilities: This will include tasks such as arranging travel, working with couriers and deliveries, etc. to ensure our operation is running smoothly.
• Vendor and Contractor Coordination: Establish and maintain productive relationships with vendors and maintenance contractors as needed. You may also oversee the quality and timeliness of work completed, and manage any disputes or concerns.
• Logistics and Equipment: Collaborate with the IT department for the procurement, installation, and maintenance of office equipment and technology.
• Employee Engagement and Culture: Play an active role in organizing and executing employee engagement and culture building activities. Assist in planning and coordinating company events, workshops, and meetings.
• Reporting and Documentation: Maintain accurate records and files related to office operations, vendor contracts, and maintenance schedules. Prepare reports on office expenditures and recommend cost-saving strategies.
• SharePoint Management: Update and manage SharePoint content, ensuring training documents and team resources are current and accessible. Provide or coordinate training for team members on how to effectively use SharePoint for collaboration and information sharing.

Qualifications we are looking for:

• Proven experience in an executive assistant, office coordinator, administrative support, or a similar role.
• Exceptional organizational skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Proactive and resourceful, capable of anticipating needs and addressing challenges effectively.
• Must be strong with Microsoft Office (e.g., SharePoint, Excel, Word, Teams).

Job ID: #T202412-06COC

Why join us

At BIS, we pride ourselves in being very entrepreneurial in nature. Our office is an open environment that lends itself to collaboration and organic learning. We integrate new ideas and best practices quickly when they further the development of our software and company. This flexibility is a key part of our culture and a reflection of our insightful and collaborative team.

Another key part of our culture is our purposeful avoidance of titles. We don’t use job titles as they don’t reflect the value we place on humility. And we lead with our heart, treating all our customers and team members with integrity and compassion.

We are looking for like-minded individuals who are interested in growing with us.

In addition, we also offer the following:

Comprehensive benefits package

Health spending account

Growth opportunities

Flexible working hours

On-the-job training

Work-life balance

Free on-site parking

Team Recognition Points

Social committee

Fun, open and collaborative environment

Be More Than an Employee

BIS is a company where you can not only grow your career but also share in the success you help create. Our Employee Stock Ownership Plan (ESOP) allows you to own a piece of the business and build equity in the company’s future.

We'd love to hear from you

If this describes you, please submit a creative application that is sure to grab our attention. Submit your résumé and cover letter in confidence through this posting.

Visit our Careers Page to learn more.

We sincerely thank all applicants for their interest, however, only applicants selected for interviews will be contacted.