About Aspen Films

Aspen Films is a full-service, national video production & photography company working with corporate, government, Indigenous, and nonprofit organizations across Canada. We specialize in thoughtful collaboration and smooth, professional project execution—from first conversation through final delivery. Our head office is in Warman, SK, which supports our team spread across the country.

The Role

This role of Personal Executive Assistant supports Michael Ruten, Aspen’s Head of Sales, and company co-owner. The duties of the position are to support Michael with the many administrative and organizational needs required to keep momentum moving across all aspects of client communications, proposal sending, sales, data entry, along with internal communications and other administrative duties.

We’re looking for a Personal Executive Assistant who is detail-oriented, organized, proactive, familiar with computers, and comfortable working in a fast-moving environment.

You’ll act as a trusted extension of the executive—handling communications, preparing first draft proposals, maintaining workflows, and stepping in to keep things running when focus is needed elsewhere (RFP deadlines, travel, holidays, or other proactive sales/leadership work).

This role requires good judgment and attention to detail. While many processes are structured and templated, instinct and situational awareness matter, especially understanding the unique approach and style of the Executive. It is understood that this will be learned over time and practice.

Key Responsibilities

Executive & Communication Support

• Triage incoming emails: reply to, file, or delete routine correspondence
• Handle general phone and email coverage
• Respond to basic inbound requests
• Support certain internal communications
• Maintain a professional, warm, and consistent voice in written communications

Sales & Proposal Support

• Prepare V1 (first-draft) proposals using existing templates
• Assist with preliminary RFP reviews and responses
• Update and maintain proposal templates
• Support outbound sales and email campaigns
• Assist with follow-ups and lead management

CRM & Systems

• Complete templated CRM tasks and updates
• Support CRM-driven email campaigns
• Maintain accuracy and consistency across records
• Understand that while workflows exist, discretion and adaptability are often required

Coverage & Coordination

• Provide coverage when the Account Manager or executive is:
  • Accomplishing tasks that require uninterrupted focus
  • Focused on proactive business development
  • On holiday or unavailable
• Assist with light producer-style coordination, including:
  • Scheduling
  • Internal task tracking
  • General operational support as needs arise

General Support

• Jump in on “whatever comes up” tasks that keep the business moving
• Assist with campaigns, internal organization, and process improvements
• Support in organization/day planning/prioritization of tasks
• Act as a calm, reliable presence in a dynamic environment

Who You Are

You’re likely a strong fit if you:

• Are highly organized and naturally proactive
• Have excellent written and verbal communication skills
• Are comfortable working independently and making judgment calls
• Can follow templates without losing context or nuance
• Enjoy supporting sales, proposals, and client-facing work
• Are discreet, trustworthy, and professional
• Thrive in a role where priorities shift and no two weeks look the same

Experience & Skills (Preferred)

• General confidence with computers (word processing, spreadsheets, email, etc.)
• Experience in an administrative role
• Strong attention to detail
• Confidence communicating on behalf of a senior professional
• Experience in a creative, agency, or professional services environment is an asset

Work Structure & Compensation

Full-time, Monday–Friday business hours

Office is located at 520 Central St #40, Warman, SK

Starting $40,000 annual salary

Some flexibility in working hours

Health Benefits Plan after 3 months

Company Matching RRSP plan after 1 year

Some work-from-home flexibility will be considered once fully onboarded

Supportive, collaborative team culture

Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

• Dental care
• Extended health care
• On-site parking

Work Location: In person

Expected start date: 2026-04-06