Executive Assistant

**Executive Assistant**

We are a team of driven, passionate people looking to make positive change in the world. Women Building Futures (WBF) is a non-profit organization headquartered in Edmonton, Alberta. Our mission is to foster economic security for women facing barriers to entry in a workforce where they are traditionally underrepresented. We offer programs and support services to help unemployed and underemployed women explore and connect to careers that pay above a living wage. Careers that not only support their own security but often that of their children.

We take pride in the transformative change our connections bring to women, families, and communities.

As the Executive Assistant, you will play a vital role in support to the President & CEO and our Board of Directors. Your previous experience shows you can be counted on as a “right hand” with outstanding professionalism and attention to detail. You have foresight and are able to anticipate issues, you have exceptional problem solving and communication skills, you are self-motivated, and you take great pride in your work.

If you’re looking for meaningful work that will make an impact and the description above sounds like you, then keep reading

**Key Responsibilities**

This role will act as an essential extension and support role for the Office of the President & CEO and will include the following key responsibilities:

- Coordination of the President’s calendar, composing and preparing correspondence, preparation of background materials including analysis and summary of reports, compiling documents for meetings and presentations, screening and handling internal and external correspondence, requests, and phone
- Meeting administration support for the President, including agenda preparation and action item recording or minute taking.
- Communication between the President’s office, the organization and/or internal departments; troubleshooting and addressing escalated enquiries, ensuring consistency and accuracy of responses, and redirecting the inquiry, where
- Researching, prioritizing, and following up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Assisting in determining appropriate course of action, referral, or response.
- Coordination and maintenance of the Enterprise Policy Framework, ensuring policy and procedure review schedules are met and the policy development and communications processes are followed.
- Coordination of annual and quarterly reporting and review processes, including but not limited to the WBF Strategic Plan, WBF Business Plan, and the CEO Report to Board.

A key enabler of the Board of Directors, this role will be essential ensuring Board cohesion and effectiveness through:

- Management of Board Governance documents such as Board bylaws and related
- Collection and preparation of reports for Board and committee
- Oversight and coordination of all Board processes and
- Oversight and coordination of the board and committee administration platform, including addition and removal of new users, onboarding of new users, maintenance of file management system in conjunction with the internal organizational filing structure.
- Establishment Oversight and maintenance of a thorough and effective document management system for the board and committees in conjunction with the board administration platform.
- Coordination of the Board’s calendar, including all board and committee activities, meeting planning and management, agenda preparation, board package preparation, meeting minutes, records management, and tracking of all action
- Creation of committee reports for committee chairs required for submission to board
- Oversight and coordination of the new board member onboarding process.

**Qualifications**
- Diploma or bachelor’s degree in business administration, or a relevant field, or related equivalency
- 8-10 years of administrative experience in supporting senior level executives
- At least 5 years' experience in board operations and/or governance
- Working knowledge of Robert’s Rules of Order
- Proficient in Microsoft Office, Microsoft Teams, and customer relationship management systems
- Excellent interpersonal skills with strong written and verbal communication skills, to build harmonious working relationships internally and externally
- Strong ability to anticipate issues and actively problem solve
- High degree of organization and time management skills, adaptable to various competing demands with multiple parallel deadlines
- Proven ability to handle confidential information with discretion and professionalism and demonstrate the highest level of customer service with all internal and external stakeholders
- Experience leading policy management and development frameworks will be considered an asset.
- Experience in support of not-for-profit environment will be considered an asset.

We offer a flexible work environment with a team