Executive Assistant to the CEO

Position Title: Executive Assistant

Position reports to:CEO and President

Position status:Full time

Position category:Permanent

Location: Calgary, Alberta

Work hours: Monday – Friday 8am – 5pm (40 hours/week)

Calvert Home Mortgage (CHMIC) is a full-service alternative mortgage investment firm that supports homeowners, investors, and brokers to achieve their goals by seeing the person behind every mortgage. We are on a mission to be the most trusted lending solution in Canada by putting people first, focusing on their success, and always doing the right thing.

Simply put, our team is the best in the business. Our expertise and experience are unrivalled -but it’s our caring approach that really sets us apart.

Calvert’s longevity and continued success is due to our shared sense of purpose and the understanding that relationships are far more important than transactions. We were founded on the principle of “kitchen table lending” -taking the time to build trust by listening to our customers, understanding their unique needs and goals, educating them on their options, and finding a solution that’s right for them. That might sound obvious but, in our experience, it’s not the norm.

We are looking for anExecutive Assistant to be a part of an exciting growth-focused company who truly cares about its employees. At Calvert Home Mortgage we are champions of a culture that creates a positive work environment, which will allow you to thrive and be a contributor to the long-term success of the company.

At Calvert Home Mortgage we offer competitive salaries, a bonus program, share ownership, extended health and dental benefits, a free on-site fitness facility, a location that avoids the downtown commute and free parking.

WHAT’S THE BIG IDEA?

As our Executive Assistantyou will be a key member of the executive support team, responsible for providing high-level administrative and operational support to the CEO & President, as well as assisting with the coordination and management of activities related to the Board of Directors. You will play a pivotal role in ensuring the efficient functioning of the executive office, and the seamless execution of corporate initiatives.

HOW DO WE WORK?

As an organization we aim to be trusted advisors, offering an effortless experience in providing short-term lending solutions for the personal and financial success of our clients. Offering the best solutions is highly dependent on the management of risk and compliance within our industry. This role will be a key contributor with the ability to manage and analyze risk. We value a productive, proactive, and fast-paced office environment.

HOW DO YOU FIT IN?

The successful individual will have the following experience, education, and ability to develop these demonstrated skills:

• Bachelor’s degree or equivalent work experience.
• Proven experience as an executive assistant or in a similar role.
• Strong organizational, time management, and multitasking skills.
• Excellent communication and interpersonal abilities.
• High level of professionalism and discretion.
• Proficiency in using office software and tools, including MS Office Suite.
• Familiarity with corporate governance and board management practices

WHAT YOU WILL BE DOING

70% - Executive Administrative Activities

• Calendar Management: Manage the CEO & President’s schedule, including scheduling meetings, appointments, and travel arrangements, and ensuring time is optimized efficiently.
• Communication and Inbox Management: Screen and prioritize incoming calls, emails, and other forms of communication for the CEO & President, and respond on their behalf when appropriate.
• Travel Arrangements: Arrange and coordinate complex domestic and international travel, accommodation, and itineraries, taking into account the CEO & President’s preferences and corporate requirements.
• Document Management: Prepare and maintain important documents, reports, presentations, and correspondence, ensuring accuracy and confidentiality.
• Meeting Support: Organize and facilitate executive meetings, one to one’s, board meetings, including preparing agendas, taking minutes, and following up on action items.
• Project Assistance: Provide project management and administrative support for key company initiatives and special projects initiated by the CEO & President.
• Relationship Management: Build and maintain relationships with key stakeholders, both internal and external, on behalf of the CEO & President.
• Expense Management: Process and track expenses, ensuring compliance with corporate policies.
• Compliance: Assist the President and CCO in managing corporate compliance, minute books, and reporting, including regulator reporting, provincial registrations, directors and corporate filings surveys and other requirements as needed.

15% - Board of Directors Administrative Activities

• Board Meeting Logistics: Coordinate and manage logistics for board meetings, including scheduling, venue arrangements, preparation of documents, presentations, communications, and distribution of materials.
• Board Communication: Serve as the point of contact for board members and facilitate communication between the CEO & President, chair of the board and the Board of Directors.
• Minutes and Records: Record and distribute minutes of board meetings, maintain official records, and track action items and resolutions. Keep all records (physical and digital) up to date at all times.
• Board Support: Provide administrative support to the board, including handling director inquiries and assisting with board member onboarding, and expense reports. Coordinating executive communications with the board and ensuring that board questions are responded to in a timely manner. Assist the committees of the board in executing their responsibilities effectively.
• Regulatory Compliance: Ensure compliance with legal and regulatory requirements related to board activities.

5% - HR Administrative Support

• Assist with confidential administrative work related to employees, including drafting and distributing offer letters, salary increase and bonus letters, resume reviews, and scheduling meetings for the Human Resource Manager as needed.

10% - General Administrative Activities

• Take the initiative to proactively plan ahead and seek out suggestions and approaches to improve where needed.
• Keep corporate minute books up to date, and handle the organization of resolutions.
• Schedule and organize calendars, meetings, events and travel arrangements for other departments/Company/Board as needed.
• Coordinate employee events, Christmas parties, and social activities
• Coordinating special events for clients and strategic partners.
• Managing special projects as needed and other duties as assigned
• Work with Front Office Manager on office needs including phone coverage when required.

WHY CALVERT HOME MORTGAGE?

Calvert Home Mortgage’s mission is to be the most trusted mortgage lender in Canada so that our customers, investors and partners succeed and grow in thriving communities. We are a team of focused individuals who care about both our internal and external clients, and who serve each other by delivering the most timely and competitive service.

Imagine building a career you can be proud of, where doing things right is always the right thing to do and where everyone you work with will both support and inspire you. At Calvert, you will be respected for your unique skills and experience, encouraged to show up authentically every single day, and surrounded by some of the best in the industry to help you learn and grow.

WHAT WE OFFER:

An opportunity to be a part of a culture committed to truly making a difference in the personal and financial success of others. We are an equitable employer offering a wide range of employee benefits, including a competitive salary, bonus program, opportunity for share ownership and extended health and dental benefits. Full training and support for the individual to be successful in this role will be provided.

Please note that due to the high volume of applications, only candidates selected for further consideration will be contacted. We kindly request that applications be submitted exclusively through our online portal. Thank you for your understanding.

For more information about Calvert Home Mortgage Investment Corporation, please visit our website at www.chmic.ca.