Executive Assistant

March 7, 2023

The Opportunity

Reporting to the Chief Executive Officer (CEO), the Executive Assistant (EA) is responsible for the day-to-day operations of the CEO’s office. This includes providing senior-level, confidential administrative support to the CEO and the Board of Directors on behalf of the CEO and the Foundation as required. In addition, the EA serves in both an administrative and strategic capacity with a focus on governance, records management, meeting management and board and committee coordination in support for the CEO and the Board Chair. In all functions the role must work independently, and interdependently with the members of the ECF team and external stakeholders. A significant aspect of the role is developing and maintaining key relationships across ECF, and with external stakeholders in coordinating administrative functions on behalf of the CEO and Board.

Key responsibilities include:

CEO and Executive Office Support (50%)

• CEO support through meeting management, drafting and correspondence management, electronic records and file management, meeting material preparation, CEO staff meeting support, and the ongoing monitoring, tracking, and managing of timelines for action requests.
• Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• CEO calendar management, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise good judgement in committing and planning meeting time.
• Specific projects that will help add efficiency and effectiveness to Board and CEO Office operations.

Board Support (35%)

• Managing and coordinating Board and Committee meetings including preparation and review of meeting packages, minutes, record keeping, and following up on deliverables.
• Ongoing support of annual Board and committee workplan deliverables such as policy review, maintaining national accreditations.

Corporate and Special Projects 15%

• Event support including the preparation of briefing notes, logistical coordination, managing correspondence and other support activities needed by the Communications and Donor Services teams.
• File and records management support ensuring best practices such as common naming conventions and transition to electronic processes wherever possible.
• Complete a variety of special projects including creating PowerPoint presentations, tracking spreadsheets, special reports, and agenda material.

The Ideal Candidate

Are you a person who thrives in an environment where you work in synchronicity with executive leaders? Does your past experience reflect your ability to anticipate the needs and manage multiple facets of an executive office?

What skills and competencies do you need to bring to this position?

• Strong commitment to customer service excellence and collaboration.
• Exceptional writing, editing, and proofreading skills. Strong command of English language and ability to create, format and edit professional documents with high attention to detail.
• Detailed oriented and organized – ability to organize, file, track and manage workplans, reports, meeting notes and emails.
• Superior time management capabilities – ability to help keep projects and people on track to deliver commitments.
• Excellent problem solving and ability to work independently to identify and resolve issues.
• Outstanding interpersonal skills and professionalism with the ability to represent the organization and the CEO’s office.
• High degree of discretion and confidentiality.
• Ability to work in a fast-paced environment.

As the ideal candidate, you will have a minimum of five years of progressive senior administrative support experience, and at least two years of experience working as an Executive Assistant, combined with an administrative diploma or related degree. Equivalences will be considered. Experience working in a nonprofit setting with Boards will be considered a strong asset. Superior, demonstrated skills in MS Office (word, excel, PowerPoint, Teams), SharePoint and other software programs are required.

Please note a hybrid work arrangement may be available, however, it will be expected that the selected incumbent be on site over the first six months as key relationships are established.

If you have all these qualities and relish the opportunity to be part of an organization that truly makes a difference, we would like to hear from you.

To apply for this opportunity please email your cover letter and resume through the Indeed Portal in strict confidence no later than March 24, 2023, to:

Tammy Oberik

Human Resource Consultant

Edmonton Community Foundation

Please note we will begin screening applications as they are received as we are looking to fill this role immediately.

ECF is an employer that prides itself on diversity, equity, and inclusion in their hiring practices. ECF provides very competitive compensation and benefits. We thank all candidates for their interest in the Edmonton Community Foundation as an employer but only candidates invited to an interview will be contacted. No phone calls please.

Job Types: Full-time, Permanent

Salary: $60,000.00-$75,000.00 per year

Benefits:

• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Edmonton, AB

Application deadline: 2023-03-24
Expected start date: 2023-04-03