Executive Assistant & Office Manager

Are you an experienced Executive Assistant who thrives in an environment where you are empowered to make a difference through your work? If so, this may be the role for you! We are seeking a full-time Executive Assistant & Office Manager to strategically support the senior leadership team to focus on their highest priorities while at the same time ensuring day-to-day operations run smoothly and efficiently for the Fuse team.

At Fuse we bring knowledge to life so that science becomes more tangible, leaders are empowered to make choices that matter, and members of the public feel inspired to learn about and care for the world around them. We are a  fast-paced, flexible company that plays an exciting role to connect knowledge to practice in the fields of land management, conservation biology, and nature interpretation.

We’re seeking an experienced Executive Assistant & Office Manager who is committed to collaboration, building trust and respect, confidentiality, and effective decision-making. This role offers the chance to hone your skills as a senior administrator and proactive problem solver. Sometimes this will mean curating client communications and calendar management. Other times it will include reconciling bookkeeping, invoicing and updating financial reports. And sometimes this will mean using your  emotional intelligence skills to navigate complex decisions and advance strategic business goals.

Our main requirements include: experience successfully managing a diverse team and rapidly evolving business, experience working with executives and senior managers to anticipate and streamline tasks, expertise in calendar management and email management, and experience overseeing financial reconciliation, invoicing, and/or budget forecasts. The ideal candidate will also have a passion for sustainability, a high standard of professionalism and executive presence, a commitment to personal growth, and a desire to have influence through your work.

This position offers a unique opportunity for a full-time salaried position with a focus on work-life balance. You’ll quickly see how you can make your mark with Fuse – a growing company that’s helping lead the way in the field of science communication with a flexible and inclusive work culture.

Our Values:
INFLUENCE – Through creative approaches, innovative problem solving and exceptional delivery, we will positively influence land use management decisions and the wellbeing of people and the planet.
EXCELLENCE – By committing to excellence, we will develop products and create experiences for our clients that exceed their expectations and distinguish us from our competitors.
GROWTH – Through a relentless commitment to personal and professional growth, we will expand our knowledge and talents and strengthen our impact.
CONNECTION – We foster an inclusive environment where individuals feel safe to show up and embrace their unique strengths, as we appreciate the value of diverse lived experiences to drive innovation, deepen relationships and support our community.

Your primary responsibilities will include:

Executive Team Support (40%)

• Demonstrate a proactive approach to manage tasks and advance projects of a confidential nature requiring independent decision making and sound judgment
• Assist with development and implementation of the annual strategic plan
• Offer project assistance, email and calendar coordination in a fast-paced, dynamic environment with many competing priorities
• Manage client communications in a professional way and act on behalf of the management team as required
• Execute travel bookings (accommodations, flights, meals, etc.) & expense reconciliation
• Anticipate and problem solve to implement another person’s vision or request in a timely manner

Financial Management (30%)

• Reconcile financials and manage contract bookkeepers
• Manage the monthly invoicing cycle with support from Coordinators and Managers
• Organize and track subcontractor payments
• Assist with cash flow projections
• Monthly and quarterly financial reporting with support from the Principal and Chief of Staff

Office Management (15%)

• Day-to-day management of the head office in Edmonton (address client inquiries, host meetings, coordinate mail/courier, supply inventory, etc.)
  Operations support to ensure field work, facilitated sessions, and other meetings are well set up and the team have the right equipment in place for these events
• Support a hybrid and remote team as needed by coordinating IT, laptops, software, and other requests
• Assist the Chief of Staff with company team building events and initiatives

Special Events & Projects (15%)

• Event planning and coordination support for workshops, webinars and annual staff retreats
• Explore opportunities to create briefing notes, edit documents, draft proposals, etc.
• Support other projects at Fuse as available, including social media and/or other science communication initiatives.

Qualifications:
– Candidates with 5+ years of Executive Assistant experience will be given preference
– Degree or diploma in Business Administration or a related discipline is an asset
– Evidence of a strong commitment to: personal growth, excellence in your work, and influence through positioning senior leaders to thrive
– Tact and good judgment in sensitive and confidential situations and proven experience interacting with senior management
– Advanced calendar management skills
– Strong PC skills (proficient knowledge of MS Outlook, Word, Excel, and PowerPoint)
– Experience working as a team player with the ability to work independently
– Commitment to developing strong business relationships, implementing an established company brand and considering reputational risks and business development opportunities
– Effective interpersonal and relationship-building skills
– Excellent written and verbal communication skills
– An internal drive for both individual and team achievement
– Ability to adjust to changing demands and timelines with a forward-looking approach
– Strong attention to detail and advanced ability to organize

Position Details:
This is a salaried position, and the candidate will play a key role in helping us grow our business and our influence at Fuse. Salary will be commensurate with experience, and includes a comprehensive health benefits plan, paid vacation, profit-sharing and a fun, people-centered work culture that is committed to your personal and professional development. Preference will be given to those who can work in a hybrid format from our head office location (Edmonton, AB).

The salary range is $60,000 – $70,000 for a 37.5-hour work week. Applications will be accepted until a suitable candidate is found.
We thank all applicants for their interest, only those selected for interviews will be contacted.

About the Company:
Fuse Consulting is a dynamic, growing firm that specializes in science communication related to land management, conservation biology, and nature interpretation. Through all our projects, we are focused on finding new, creative ways to connect knowledge to practice for our clients. We have been operating for ten years and have worked with some of the most progressive organizations in Canada. Our people are the core of our business and we invest fully in the development of our staff to enable them to maximize their impact in their careers.

– We are one of the pioneers in the use of infographics in science communication.
– We are always experimenting with new techniques to make an impact through our work.
– Our team culture is built around helping everyone achieve their very best.
– Our clients are located across Canada and recognize us for our high-quality work and our ability to connect science to real world challenges – helping advance discussions around sustainability.

How to apply:
If this sounds like the job for you, please submit a cover letter and resume to stephanie@fuseconsulting.ca. In your cover letter please identify:

– Why you’re interested in a job with Fuse in the field of sustainability & science communication.
– How your skills and experience demonstrate timely support for senior managers to streamline tasks and position them to focus on and advance their highest value outcomes.
– What you wish to achieve through this position and your future career.

We encourage applications from people who identify as women, Indigenous peoples, visible/racialized minorities, persons with disabilities, as well as LGBTQ2S+. Applicants may make a request for accommodations at any stage of the recruitment process and we will work with you to meet your needs.

Diversity, Equity and Inclusion Statement
Fuse Consulting is committed to creating an environment where our team can do their best work and actively contribute to advancing diversity, equity, and inclusion in the workplace. We recognize that to achieve this, we must listen, learn, challenge, adapt, and grow together as a team. We strive to continuously refine our culture and policies in a way that removes barriers, increases accessibility and strengthens equity, while also building long-term, trusting relationships and a safe space for our team to belong and grow.

Connection is a foundational value at Fuse. We respect Indigenous knowledge systems and continue to share bright spots and learn from the diverse communities we work with. When we learn (and unlearn) we pause, pivot and implement changes to our processes so we are moving forward in a good way. Through a lens of responsibility and reciprocity, we acknowledge and aim to advance the recommendations of the Truth and Reconciliation Commission.

It is with respect and gratitude that the team at Fuse Consulting Ltd. acknowledge that we live and work on Treaty 6 territory, the ancestral and traditional territory of the Nehiyawak (Cree), Denesuliné, Blackfoot, Saulteaux (Anishinaabe), Kanien’kehá: ka (Mohawk), and Nakota Sioux. It is also the homeland of the Métis Nation – Region 4; and the largest population of Inuit south of the 60th parallel. It is the home and traditional lands of many First Nations, Métis and Inuit Peoples not recognized by Treaty.

As settlers to this land, we are dedicated to learning from First Nations, Métis and Inuit and to learn how to embed reconciliation and meaningful action within our work while strengthening relationships with the peoples who have lived on and protected this land since time immemorial. We commit to living in harmony with the traditional peoples of these lands, learning from them, respecting their knowledge, lifting them up and growing towards a just and sustainable future.