Job Description

ABOUT US:

Founded in 1976, Startec’s unwavering commitment to solving client problems has driven our growth to become a leader in the engineering, design, manufacture and service of compression and processing and refrigeration systems across North America. Like an Everyday Maverick, our companies are driven to find a better way.

BEHAVORIAL ASSESSMENT:

All applicants must complete the Traits and Behaviors Assessment below when submitting their application. Please proceed using the link: https://app.traits.com/survey/a56e7669-2ba6-4573-83cd-800831da5362Startec Corporate Services is currently searching for an Executive Secretary to work at our Shepard office location ( 9423 Shepard Road SE. Calgary, Alberta T2C 4R6) This position thrives in a highly collaborative environment and supports multiple business functions including executive operations, office coordination, sales support, and corporate event planning.

Reporting to the Human Resources Manager, the Executive Secretary provides critical administrative support to the CEO, President, and Executive Team, ensuring the smooth operation of leadership workflows, communications, and key corporate activities. This role also provides support to the Sales team and contributes to marketing initiatives. The ideal candidate thrives in a fast-paced, dynamic environment, is highly organized, discreet, and adaptable, and brings a hands-on approach to all responsibilities.

KEY PERFORMANCE INDICATORS (KPI):

EXECUTIVE ADMINISTRATIVE SUPPORT (Weighting 40%)

• Manage executive calendars, contacts, meeting notes, and priorities using Outlook and other productivity tools.
• Maintain electronic and hard copy filing systems for sensitive and confidential information.
• Prepare, format, and design professional documents, reports, and presentations in Microsoft Word, Excel, and PowerPoint.
• Coordinate logistics for internal and external meetings, including agenda preparation, materials, and follow-up documentation.
• Prepare and reconcile executive expense reports and manage credit card receipt tracking.
• Draft, edit, and execute internal and external communications on behalf of the CEO and President.
• Support executive meeting rhythms, KPI tracking, and board communication materials

OFFICE & ORGANIZATIONAL ADMINISTRATION (Weighting 40%)

• Support the daily administration and coordination of office functions, event logistics, and internal communications.
• Act as liaison between executives and internal departments to ensure alignment and information flow.
• Maintain professionalism in all verbal and written interactions on behalf of the Executive Office.
• Contribute to company-wide initiatives, including employee engagement and recognition programs.
• Provide admin support for company-wide meetings and corporate projects as required.

SALES/MARKETING & EVENT COORDINATION (Weighting 20%)

• Assist with the preparation of sales bids, reports, and supporting documentation.
• Gather data and create customized Excel charts and Maximizer CRM reports for client presentations.
• Coordinate survey design and analysis to support client feedback and market research.
• Support KPI data collection and sales performance tracking on behalf of executive stakeholders.
• Coordinate the production and updating of corporate promotional materials, brochures, and presentations.
• Organize and execute customer appreciation events, trade show participation, and employee social activities.

QUALIFICATIONS:

• Post-secondary education in Business Administration or related field preferred.
• Minimum of 5 years of experience in an executive or administrative assistant role.
• Previous exposure to marketing, corporate communications, or sales support considered an asset.
• High proficiency in Microsoft Office Suite, especially Excel, Outlook, Word, and PowerPoint.
• Strong organizational and time management skills with high attention to detail.
• Excellent written and verbal communication skills across all levels of the organization.
• Professional, team-oriented approach with a commitment to confidentiality and integrity.
• ERP or CRM system experience is considered an asset.
• Typing speed of 50+ WPM

We offer competitive wages, training, flexible, dynamic, and exciting work environment.

We thank you for your application and interest in our organization. Only those candidates selected for an interview will be contacted.