Executive Assistant

EXECUTIVE ASSISTANT

Are you an experienced Executive Assistant who thrives in a fast-paced environment and enjoys supporting senior leaders and Boards? We are seeking a highly organized, proactive, and professional Executive Assistant to provide high-level administrative, governance, and Board support to the CEO and Regional Boards across Alberta.

This position demands exceptional organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities simultaneously while maintaining a high level of accuracy and professionalism. The successful candidate will demonstrate initiative, discretion, and the ability to anticipate needs, solve problems proactively, and build strong relationships with Board members, staff, and stakeholders.

The ideal candidate will possess a minimum of five (5) years of progressive experience supporting senior executives and Boards of Directors, with a strong understanding of governance processes, Board administration, meeting coordination, and executive support. If you are a collaborative professional who enjoys working behind the scenes to ensure organizational success, we would like to hear from you.

Key Responsibilities:

CEO and Executive Team Support

• Provide administrative support to the CEO and executive team, including calendar management, internal and external meeting coordination, and travel arrangements.


• Coordinate and monitor timelines, deliverables, and follow-up activities for organizational initiatives and projects.


• Track action items, priorities, and deadlines on behalf of the CEO and executive team.


• Draft, review, and edit executive correspondence, communications, and briefing materials.


• Liaise with internal and external stakeholders on behalf of the CEO and executive team.


• Conduct research, draft reports, and prepare presentations to support decision-making.


• Anticipate needs, proactively resolve issues, and ensure all parties are fully prepared for meetings and engagements.


• Contribute to special projects, strategic initiatives, and organizational priorities as required.  

Board of Directors and Committee Support

• Serve as the primary administrative contact for the Board of Directors and support the Board Secretary in governance-related activities.


• Schedule Board meetings, prepare and distribute meeting materials, prepare accurate and professional meeting minutes and action summaries, and provide onboarding for new Directors.


• Schedule and coordinate committee meetings, including logistics for member attendance, minute-taking, and tracking action items.


• Manage committee meeting setup, including videoconferencing, boardroom arrangements, and refreshments.

Regional Board Support

• Coordinate meetings and logistics for the regional boards, ensuring compliance with governance standards and organizational policies.


• Prepare, review, and edit Board packages, agendas, reports, and minutes with a high degree of accuracy and clarity.


• Monitor governance practices, track compliance requirements, and recommend updates to ensure alignment with legal and organizational frameworks.


• Support policy development, review, and implementation processes across regions.


• Maintain strong relationships across regional Boards and foster consistent information flow and alignment with organizational priorities.


• Coordinate follow-up actions, track deadlines, and monitor progress on Board and AREA commitments.


• Maintain awareness of regional Board events and act as a communication link between Boards and internal teams; responsibility for event planning, coordination, and execution remains with the Events team.

Qualifications:

• Post-secondary education in business administration, office management, or related field, or comparable combination of education and work experience.


• Minimum five (5) years of progressive experience in executive administration, governance coordination, or Board relations.


• Strong understanding of governance principles, policy processes, and Board management.


• Real estate experience is preferred, but not required.


• Advanced proficiency with Microsoft Office Suite, online meeting platforms (e.g., MS Teams), and adept at managing program documentation (policies, procedures, reports).

Working Conditions:

• In-office work environment


• Occasional evenings and weekend work required


• Occasional travel within Alberta