Executive Assistant

1 month ago

Calgary, Canada Kindred Connections Society Full time

**About Kindred**
- At Kindred, we’re convinced the key to living well is healthy relationships with self, family, and others. But relationships are complicated and sometimes we find ourselves in vulnerable places, disconnected from those who matter most.

Kindred’s purpose is to realize the power of human connection, and it shapes everything we do. Whether nuclear or chosen, family is the most important relationship in a person’s life. So, we invest in the special bond between children and those that care for them. We provide road maps toward healing when essential relationships are ruptured. And we understand that accessing timely mental health support can inspire confidence in self and others. Healthy human connection is possible, and together we can realize it.

**The Position**
- Job Title: Executive Assistant
- Job Type: Permanent, Full-Time
- Work Arrangement: In Office

**Position Overview**
- Reporting to the Chief Executive Officer, the Executive Assistant provides a high level of administrative support to the CEO on matters related to agency operations and board governance for both the Kindred and the Unlocking Potential Foundation (UP) boards. The Executive Assistant will also work closely with the administrative support team to manage the day-to-day operation of Kindred and ensure smooth and efficient processes of administrative/clerical workflows. The Administrative Support actively supports the general administrative functions of a wide variety of administrative tasks including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, processing payments, organizing and maintaining information, and providing general office support to Kindred’s staff.

**Accountabilities** (Accountability-based **position profile** focuses on the overall goals and **objectives** of the position)**
- Support to the CEO (40%):

- Schedule and attend regular meetings with the CEO to align priorities, tasks and deliverables.
- Actively maintain the CEO’s calendar - prioritizing, scheduling and coordinating meetings with various internal and external stakeholders.
- Coordinate logistics of Executive and Leadership team meetings and special events.
- Ensure the CEO’s preparedness for meetings and other obligations - e.g., preparation of technology, briefing notes or other materials; management of time within and between meetings.
- Support the CEO in the discernment and prioritization of critical, urgent and important tasks and requests in the context of the overarching needs of the agency and follow-up, as necessary, with the CEO.
- Draft documents and correspondence on behalf of the CEO.
- Prepare briefs of key reading materials for the CEO.
- Coordinate and prepare documents and materials required for the CEO’s signature - e.g., cheques, contracts.
- Collate, review and reconcile the CEO’s receipts and expenses.
- Assist the CEO with stakeholder management and stewardship - e.g., correspondence, purchasing of gifts.

Board Administration (20%):

- Attend all Board Executive, Board Committee and full Board meetings, including the Annual General Meetings of both the Kindred and UP Boards.
- Organize all aspects of Board Executive, Board Committee, and full Board meetings for both the Kindred and UP boards, including: meeting coordination and calendar management; material preparation (agendas, reports, presentations, reference materials, financial documentation, correspondence); arranging meeting facilities (location, room setup, A/V setup, food coordination); recording and distributing minutes and action items.
- Manage and maintain Board documentation - e.g., online portal, policy registry, objects, by-laws, orientation package, evaluation.
- Maintain up-to-date and accurate files.
- Coordination of all ad hoc Board meetings - e.g., meetings with external stakeholders or other boards, Board 1:1 meetings with Chair and the CEO.
- Coordinate new board member onboarding documents and existing board member required document renewals.
- Administrative Support (40%):

- Working in a team environment in an integrated manner with all internal and external stakeholders to ensure a positive experience and effective coordination of efforts on behalf of the Agency.
- Exceptional Customer Service is an expectation and will include conducting oneself in a professional manner.
- Coordinate logistics and prepare agendas and minutes for all-staff meetings.
- Respond to routine and moderately complex questions/issues concerning the agency and be the contact person for the building operator for any issues/concerns regarding the space.
- Flexible working style with the ability to be a mobile worker with a varying schedule; regularly scheduled evening work will be required to meet the needs of the organization.
- Assist with room bookings, organize meetings and other events as assigned.
- Support projects, correspondenc

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