Administrative Assistant - Board and Executive Support

Procom; Calgary; Hybrid; CAD 50,000 - 65,000; Full time

Job summary

A dynamic non-profit organization in Calgary is seeking a skilled Administrative Assistant to provide high-level support to the CEO and facilitate board governance. This full-time role involves managing the CEO's schedule, preparing meeting logistics, and ensuring the seamless function of administrative tasks. Ideal candidates will possess 5+ years in an executive support role, a Business Administration diploma, and strong proficiency in Microsoft Office. This is an onsite position with the potential for limited remote work.

Qualifications

• 5+ years in an Executive Assistant/senior administrative role.
• High degree of professionalism, business judgment, tact, and diplomacy.
• Demonstrates initiative and problem-solving abilities.

Responsibilities

• Provide administrative and office management support to the CEO.
• Manage CEO's calendar and meeting preparedness.
• Support board meetings including logistics, materials, minutes, and records.

Skills

Organizational skills

Written communication

Problem-solving

Professionalism

Education

Business Administration Diploma

Tools

Microsoft Office

Adobe Acrobat

Video conferencing platforms

Job description

Administrative Assistant - Board and Executive Support

On behalf of our Non-Profit client, Procom is searching for an Administrative Assistant - Board and Executive Support for a full-time role. This position is primarily onsite with the possibility of 1 day remote at our client’s downtown Calgary office.

Administrative Assistant - Board and Executive Support - Job Description :

The Administrative Assistant - Board and Executive Support provides high-level administrative support to the CEO and facilitates board governance. This role involves coordinating board activities, offering executive assistance, and managing general administrative tasks to ensure efficient operations.

Administrative Assistant - Board and Executive Support - Responsibilities :

• Provide administrative and office management support to the CEO
• Manage CEO’s calendar and meeting preparedness
• Coordinate logistics for executive and leadership meetings
• Draft documents, correspondence, and briefing materials for the CEO
• Organize and prepare documents for CEO’s signature
• Support board meetings including logistics, materials, minutes, and records
• Maintain board documentation and coordinate onboarding
• Provide reception and front desk support including greeting guests and processing payments for a low-volume reception area.
• Prepare agendas and minutes for internal meetings
• Coordinate room bookings, respond to facility issues, and support agency events
• Support ad-hoc projects and ensure quality assurance compliance

Administrative Assistant - Board and Executive Support - Mandatory Skills :

• 5+ years in an Executive Assistant / senior administrative role
• Business Administration Diploma or equivalent
• High degree of professionalism, business judgment, tact, and diplomacy
• Strong organizational, calendarizing, and document management skills
• Intermediate to advanced skills in Microsoft Office, Adobe Acrobat, and video conferencing platforms
• Excellent written communication skills, including writing, editing, and proofreading
• Demonstrates initiative and problem-solving abilities

Administrative Assistant - Board and Executive Support – Nice-to-Have Skills :

• Experience in the non-profit sector
• Ability to work collaboratively with various stakeholders
• Strong personal alignment with Organization values : compassion, courage, family, excellence, and humility
• Adept in developing and maintaining strong relationships with various stakeholders

Administrative Assistant - Board and Executive Support – Assignment Length :

This is a permanent position.

Administrative Assistant - Board and Executive Support - Start Date :

ASAP

Administrative Assistant - Board and Executive Support - Assignment Location :

Calgary, Alberta, Canada; primarily onsite with the possibility of 1 day remote.