Executive Assistant

The Alberta Family Wellness Initiative (AFWI), powered by the Palix Foundation, connects the science of brain development with system-wide policy and practice. We champion the translation of evidence into action across sectors from health and education to social services and justice.

Why Join Us

As Executive Assistant, you will play a pivotal role in enabling high-impact work. You'll support a leadership team that partners with researchers, policymakers, and community organizations to scale evidence-based change. You will be part of a team that values continuous learning, meaningful impact, and innovative thinking. Our culture is built on collaboration, shared values, and a drive to influence systems rather than just isolated projects.

The Executive Assistant (EA) plays a critical role in supporting the leadership team and overall operations of the Palix Foundation. This role is primarily focused on advancing the work of the Foundation through executive-level support, coordination, and communication. In addition, the EA will serve as an occasional backup to the Patron's Personal Executive Assistant, ensuring continuity of support during absences. This position is designed for a highly organized, discreet, and adaptable professional who thrives in a dynamic environment, values confidentiality, and excels in balancing priorities.

Key Responsibilities

Calendar and Scheduling

• Manage scheduling for Palix leadership and the organization-wide calendar.
• Maintain the central contact calendar for the Foundation.
• Coordinate meetings, including preparing background briefings, agendas, and related materials.
• Ensure smooth coordination of leadership schedules.
• Email and Communication

Provide communications support to leadership.

• Manage logistics-based communication such as scheduling, confirmations, and forwarding external correspondence for review.
• Serve as gatekeeper by reviewing, prioritizing, and acknowledging messages. Draft replies for approval, manage follow-ups, and ensure effective information flow.
• Handle sensitive information with the highest level of discretion and professionalism.

Meetings

• Coordinate logistics for meetings, ensuring materials are prepared in advance.
• Track action items and follow up on leadership's behalf where appropriate.

Travel and Expenses

• Arrange domestic and international travel logistics for leadership and staff as directed.
• Support leadership with expense reconciliation and reporting.

Events and Coordination

• Assist with the planning and execution of staff meetings, board-related activities, and occasionally with community events in collaboration with the Events and Communications team.

CRM and Contacts

• Maintain Palix's contact database (CRM), ensuring accurate and timely entry of new information.

Internal Processes and Knowledge Management

• Support leadership with internal workflows, record keeping, and document management.
• Assist in maintaining organizational templates, proofreading, and formatting documents.
• Monitor deadlines, deliverables, and milestones for leadership projects.

Backup Duties

• Provide occasional backup support for the Patron's Personal Executive Assistant during absences (approximately six weeks annually, following successful completion of probation). Duties may include:
• Calendar and scheduling support.
• Managing essential communications and follow-ups.
• Coordinating personal and professional logistics.
• Exercise the highest standards of confidentiality when handling sensitive personal and organizational matters.

Working Style and Culture

• Location: Calgary.
• Hours: Core business hours, with occasional evening or weekend commitments.
• Attributes: Organized, proactive, flexible, self-motivated, and team-oriented.
• Fit within the Palix Foundation's collaborative and high-trust culture is essential.

Requirements

• Minimum of five years' experience as an Executive Assistant.
• Board support experience.
• Exceptional organizational and time-management abilities.
• High level of professionalism, discretion, and confidentiality.
• Strong communication skills (written and verbal).
• Tech-savvy and comfortable learning new systems.
• Flexible and adaptable to shifting priorities.
• Completion of post-secondary degree or diploma is preferred.
• Experience in a scientific or healthcare setting is preferred