Executive Assistant

2 weeks ago

Calgary, Alberta, Canada United Way of Calgary and Area Full time

Permanent, Full-time

At United Way of Calgary and Area, we believe that united, we make the biggest difference. We're strongest when we come together to improve local lives and communities—and when we come together as a team, we passionately propel our mission forward. We're currently looking for an Executive Assistant to join our team.

Reporting to the VP, Finance, the VP, People & Culture, and the VP, Transformation (Technology), the Executive Assistant will provide confidential and proactive administrative support to executive leaders. The Executive Assistant is a detail-oriented professional with excellent communication skills and the ability to manage multiple tasks efficiently. This role requires a high level of discretion and the ability to handle confidential information with integrity.

If you are passionate about your community, aspire to make an impact, thrive in a fast-paced environment, and want to make a difference, then we're looking for you

What you will do

  1. Administrative support to Executive Leaders:
  • Prioritize and coordinate the executive's calendar, setting priorities and scheduling meetings for efficiency, avoiding meeting conflicts.
  • Proactively screen and manage, answer or redirect incoming requests, knowing when to bring requests forward for discussion and when to respond on behalf of the Executive.
  • Gather, prepare and synthesize information and briefings required for meetings in a timely manner. Compile and organize documentation and calendars for meetings, projects, publications and ensure appropriate follow-up including Meeting Minutes.
  • Liaise with internal and external stakeholders on behalf of executive in a professional and confidential manner via all methods of communication (e.g. email, phone, correspondence, inquiries)
  • Coordinate meeting logistics for executive as required, including: meeting room booking, set up and clean up; catering, hybrid meeting set up; preparing meeting materials, greeting guests upon arrival, taking meeting minutes, and completing follow-up actions.
  • Coordinate all aspects of Finance, Audit, & Technology Board subcommittee meetings. Prepare agendas, develop and distribute committee packages, coordinate meeting logistics including catering, attend and take meeting minutes, and complete and follow-up items. Proof-read and provide editorial suggestions to enhance format, grammar and content ensuring all documentation going to the Board is submitted with proper grammar, on time, and in proper format.
  • Prepare a variety of intermediate to advanced documents including PowerPoint presentations.
  • Coordinate travel logistics as required including arranging for transportation, accommodation, agenda packages.
  • Produce a variety of accurate and well-designed materials including confidential correspondence, memos, meeting agendas, presentations, and reports.
  • Coordinate and update executive leadership vacation schedule.
  • Manage special projects and/or participates in various corporate initiatives as required.
  • Coordinate social activities and celebrations for the executive's department.
  • Complete expense and VISA submissions as required.
  • Assist with contract administration, as required.
  • Actively collaborate and foster camaraderie among other EA's by freely sharing information, ideas and assisting with coverage when required, including occasional front reception duties.

What you will bring

Experience:

  • Minimum 5-7 years of progressive work experience in an administrative role at the executive level. Prior experience supporting finance, legal or operations executives is preferred.
  • Highly experienced in MS Office products including Word, Excel, Outlook, PowerPoint and Teams, as well as SharePoint 365. Ability to translate text into visually compelling presentations.
  • Experience in setting up/managing hybrid meetings using Teams.
  • Digitally savvy and quickly adapts to new technology, easily acquiring new technical skills.

Attributes:

  • A meticulous eye for detail and strong analytical skills
  • Independent self-starter with excellent time management skills
  • Demonstrates superior judgement and problem-solving skills
  • Strong verbal and written English communication skills
  • Ability to maintain discretion and confidentiality at all times
  • Works efficiently under tight deadlines and in high pressure situations
  • Excellent listening and communication skills with an exceptional aptitude for writing
  • Demonstrates flexibility in the face of change
  • Excellent customer service skills, handling requests and inquiries in a professional, diplomatic and service-driven manner
  • High level of professionalism with the ability to maintain composure in difficult situations

Work Environment

Our team values the flexibility that hybrid work offers, while also recognizing the importance of in-person collaboration. Our office is located in Calgary, and employees are expected to work in the office 2-3 days per week or as required. This balance allows us to foster a strong sense of community, facilitate teambuilding, and ensure that we continue to deliver exceptional results together, while also offering the flexibility to work remotely on other days.

United, we make the biggest difference

United Way is a not-for-profit organization that has played a vital role in our community for 85 years. As a social impact organization, our mission is clear: we mobilize communities for the common purpose of working together to create lasting social change.

In addition to meaningful work where you can have an impact, United Way also offers a comprehensive compensation and benefits package, a hybrid work environment, and flexible working hours.

Our Commitment to an Inclusive Culture

We are committed to creating an inclusive culture where everyone feels valued and respected, and that reflects the diverse community we serve. We welcome applications from all qualified candidates and encourage candidates with diverse backgrounds, experiences, styles, and abilities to apply. If you require accommodation at any stage of the hiring process, please let us know.

To Apply

Send cover letter, resume and salary expectations by 4:00 pm April 10, 2025, to

Subject Line: Executive Assistant – Your Name.

To learn more about the United Way of Calgary and the Area, please visit our website at .

We thank all applicants for their interest and effort in applying for this position, however, only those being considered will be contacted.

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