Administrative Assistant to CEO Office

**ABOUT BETHANY**

Bethany Care Society (Bethany) is one of Western Canada’s largest not-for-profit providers of care, housing, and community services for seniors and adults with disabilities. Since 1945, Bethany has provided high-quality, person-centred care focused on the unique physical, emotional, and spiritual well-being of our residents and tenants. We create caring communities to support Albertans to age well.

**WHY BETHANY?**

We offer generous vacation and leave time, competitive salaries, benefits, retirement savings programs and top-ups for maternal leaves. We are committed to employee well-being and giving back to our community. We invest in our people because they are the reason for our success.

For more information, check out this video about **Working at Bethany**

**About the Role**

The Administrative Assistant provides direct administrative support to the Executive Assistant and as directed, to the President & CEO Office and Executive Leadership Team. This role provides intermediate support and preparation of executive-level documents in support of Bethany’s vision, mission and values.

Working under the guidance of the Executive Assistant, this position demonstrates discretion, attention to detail, as well as excellent interpersonal, communication and diplomacy skills.

**What You Will Do**

**Administrative and Executive Office Support**
- Provide day-to-day administrative support, document formatting, data entry, preparation of weekly reports and correspondence.
- Maintain well-organized electronic and physical filing systems, ensuring timely access to information while upholding confidentiality standards. Support the review, editing, and publishing of organizational policies and procedures through PolicyTech, ensuring version control and accessibility. Coordinate logistics for meetings, events, and appointments, including room bookings, catering, and technology setup.

**Board and Committee Support**
- Support document compilation in preparation for quarterly reporting.
- Maintain accurate and confidential records of governance documentation under the direction of the Executive Assistant.

**Reception Relief**
- Provides reception relief as needed, including greeting visitors, answering and directing incoming calls, responding to general inquiries, and ensuring a professional and welcoming front desk presence.

**Records and Document Management**
- Ensure proper organization, naming, version control, and secure storage of documents in alignment with privacy and information management policies.
- Maintain up-to-date records to support compliance and accessibility.
- Archive, retrieve, and dispose of documents according to retention schedules and organizational standards.

**Privacy, Confidentiality, and Compliance**
- Handle sensitive and confidential information with discretion, ensuring strict adherence to applicable privacy legislation (e.g., Protection of Privacy Act [POPA], Access to Information Act [ATIA]). Support implementation and maintenance of internal privacy protocols, including secure document handling and access management.
- Ensure that day-to-day work practices align with organizational
- policies, professional standards, and current regulatory requirements.

**Communication and Liaison**
- Regularly review and manage shared mailboxes to ensure timely, professional responses and appropriate escalation or redirection of inquiries. Support coordination of communication across internal teams, ensuring consistency and clarity in messaging.

**Continuous Improvement and Learning**
- Participate in learning opportunities related to administrative best practices, governance, and privacy legislation.
- Support the continuous improvement of administrative and governance functions by maintaining user-friendly templates, checklists, and procedural documentation. Identify opportunities to streamline administrative tasks and propose improvements to enhance efficiency and accuracy.

**Team Collaboration**
- Collaborate effectively with the Executive Assistant, administrative team, and other internal stakeholders to ensure seamless coordination of responsibilities.
- Demonstrate a helpful, respectful, and proactive approach to working with team members and leaders.
- Adapt to shifting priorities and provide support, as needed, during vacation or absences of other administration team members.
- Contribute to a positive, supportive work environment.

**Qualifications**

**Education**
- Completion of a recognized administrative, business, or office management program or an equivalent combination of education and experience.

**Experience**
- Minimum of 3 years of administrative experience, preferably in a corporate, healthcare, or governance-related environment.
- Experience supporting senior leaders or executive offices.
- Demonstrated experience coordinating meetings, preparing documents, and managing multiple priorities in a fast-paced setting.
- Experience providing administrative