Executive Assistant

POSITION TITLE: Executive Assistant

REPORTS TO: Executive Director

POSITION TYPE: Full-time, Permanent

LOCATION: Calgary, Alberta

Flexible Work: Eligible

Discovery House Family Violence Prevention Society provides a continuum of care and integrated wrap-around services to women and their children fleeing domestic violence. We facilitate transitional housing and offer longer-term, safe places for women and children to call home while they begin to rebuild their lives. Discovery House is about hope and healing using trauma-informed care practices.

What Our Employees Love:

• Three weeks of vacation to start.
• A blend of community engagement, office collaboration, and flexibility in planning the work day to support both impactful work and work-life balance; eligible positions can work from home up to 3 days per week with our Flexible Work Policy.
• Additional time off including Wellness Days, Professional Development Days, and Sick Days.
• Benefits Package and Employee and Family Assistance Program.
• A dog friendly workplace.
• We observe all Statutory Holidays (including the optional ones), and employees may substitute religious holidays for celebrations that are relevant to their cultural identity.
• Opportunities to actively participate in various committees including Health & Safety, Equity, Diversity & Inclusion, Indigenous.
• A 2SLGBTQ+ welcoming environment.
• Potlucks, celebrations, work-life balance, and plenty of fun.
• Being a part of a reputable not-for-profit organization (7-time winner of Top 100 Rated Charities in Canada)

We are building towards an inclusive and equitable workplace that reflects the diversity of the communities we live in, creating the opportunity for every employee to reach their potential.  We welcome applications from people in all underrepresented groups, believing we are at our best when everyone has a seat at the table. If you some but not all the qualifications for the position, but are willing to learn, we invite you to apply. Accommodations are available upon request throughout every stage of our recruitment process.

Join our team and be part of a transformative organization committed to ending domestic violence. As advocates of Empowerment, we believe in unlocking the potential in every individual, fostering resilience, and empowering positive change. Our Tenacious spirit drives us to get things done and make a lasting impact, while our commitment to Inclusion ensures that everyone belongs and is welcomed in our community. Embracing Curiosity, we continually learn, innovate, and adapt to break the cycle of domestic violence. Through Collaboration, we build strong connections and work collectively to create a safer, more equitable world for all. If you're passionate about making a difference, join us in our mission to empower, thrive, and create positive change together.

What You'll Do:

Reporting to the Executive Director, the Executive Assistant acts as a member of the Leadership Team and is the cornerstone of support for the Executive Director and Board of Directors, as well as many organizational initiatives. The position requires a substantial multitasking ability, project management skills, strong stakeholder communications, and a high level of confidentiality, flexibility, and adherence to professional standards.

Leadership

• Leads by example, demonstrating professional attitude, characteristics, and practices
• Supports and participates in the development of a healthy and positive culture and work environment
• Establishes and maintains professional and constructive working relationships with internal and external stakeholders, including funders, donors, board, volunteers, senior leadership, and frontline staff

Executive Director Support

• Manages complex and quickly changing Executive Director calendar and inbox including triaging incoming requests and competing priorities
• Ensures Executive Director preparedness for meetings and other obligations
• Provides a full spectrum of administrative and office-management support to Executive Director, including managing telephone and email inquiries
• Organizes documentation and technology, as needed, for Executive Director meetings and obligations
• Makes travel arrangements for the Executive Director
• Prepares correspondence for Executive Director's signature
• Manages and prepares agendas, presentations and projects for Executive Director and Leadership team as needed
• Collates, reviews, and prepares all Executive Director receipts, expenditures, and claims
• Prepares executive correspondence and documents to ensure there are no typos, errors, or content issues, making edits as necessary

Board Relations

• Coordinates and attends all Board meetings, sub-committees, annual board retreat, and Annual General meetings to prepare minutes
• Prepares, formats, and distributes materials in advance of Board and subcommittee meetings, including board reports, agendas, minutes, presentations, etc
• Maintains Agency's Minute Files, By-Laws, and Board of Director Manual, and Board of Directors files
• Attends and takes minutes at Board of Director meetings
• Acts as point of contact for Board administrative functions including onboarding paperwork and scheduling

Organizational Support

• Prepares and files Society annual returns, business license renewal
• Coordinates leadership team meetings, seminars, workshops, and special events
• Coordinates town hall meetings and various events for staff
• Works collaboratively with internal teams to organize events, including the Annual General Meeting and awareness/fundraising events
• Coordinates with Directors and Community Relations team to ensure core funder reporting is completed
• Attends meetings and records, transcribes, and distributes accurate minutes
• Coordinates client bursary program, called the Hands-Up Bursary
• Participates in procurement of communications, marketing and program supplies and vendor management as needed
• Makes recommendations for improvement of internal processes
• Performs other duties as assigned to support organizational operations and priorities

This role primarily operates during morning and afternoon hours. However, occasional evening or weekend work may be required to support meetings and events. We value flexibility and collaboration to ensure our services meet community needs.

What You'll Bring:

• Post-secondary diploma in Business Administration or related field required; bachelor's degree preferred.
• 5–10 years of executive-level administrative experience, ideally in the nonprofit sector.
• Strong knowledge of office procedures, board governance, and preparing Board Reports and governance documents.
• Demonstrated ability to handle sensitive and confidential information with discretion, maintaining high standards of privacy and trust.
• Excellent written, verbal, and interpersonal communication skills; detail-oriented with proven time and project management abilities.
• Ability to manage confidential information, anticipate challenges, and handle multiple tasks with limited supervision.
• Positive, creative, and flexible approach; proactive and self-motivated.
• Advanced proficiency with Microsoft Office Suite (including SharePoint, Teams, PowerPoint, Excel, and Visio), Adobe, and Canva.
• Valid driver's license and reliable vehicle with at least $2 million liability insurance.

The successful candidate will be required to complete a Criminal Record and Vulnerable Sector Check, and a Children's Services Intervention Record Check.

TO APPLY:

To apply, please email your resume and cover letter to with the job title in the subject line. Along with your application, we'd love to hear your thoughts In your own words, please include a brief response to the following question:

We kindly ask that applications are sent by email only, as we are not accepting applications through third-party job sites. Applications submitted in any other way may not be considered.

We appreciate your interest in joining our team. Only those shortlisted for next step will be contacted.

In the spirit of reconciliation, we acknowledge that we live, work, and play on the traditional territories of the Blackfoot Confederacy (Siksika, Kainai, Piikani), the Tsuut'ina, the Îyârhe Nakoda Nations (Bearspaw, Chiniki, Goodstoney), the Métis Nation of Alberta, District 5 & 6, and all people who make their homes in the Treaty 7 region of Southern Alberta.

Job Types: Full-time, Permanent

Pay: From $58,283.00 per year

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Mileage reimbursement
• On-site parking
• Paid time off
• Tuition reimbursement
• Vision care

Work Location: Hybrid remote in Calgary, AB T2A 0P9