Executive Assistant

Partners for Housing; Calgary; Hybrid; CAD 60,000 - 75,000; Full time

Benefits offered by this job

Health and dental benefits

3 weeks vacation

Wellness days

Annual holiday closure

Flexible hybrid work environment

Job summary

Partners for Affordable Housing, based in Calgary, seeks an Executive Assistant & Governance Coordinator to support the CEO and coordinate governance activities. This hybrid Calgary-based role requires building the CEO's schedule, preparing board materials and maintaining governance records while engaging with external partners and donors.

Reporting to the VP, Corporate Services, you will help manage sensitive information, assist with financing and organizational priorities, and support the

Qualifications

• 5+ years of progressively responsible administrative experience, including executive support.
• Experience supporting a Board of Directors, committees or governance processes.
• Experience in a charity, nonprofit or mission-driven organization is an asset.
• Post-secondary education in business, office or public administration, or related field, is an asset; equivalent experience will be considered.
• Strong proficiency with Microsoft 365 and CRM systems (Salesforce or similar).
• Excellent written and verbal communication skills; preparing professional correspondence, meeting materials and minutes.

Responsibilities

• Manage the CEO's calendar, inbox, meetings and travel, with competing priorities identified.
• Prepare, proofread and format agendas, briefing materials, reports and presentations.
• Coordinate Board and committee meetings, calendars, logistics and materials.
• Attend meetings, prepare minutes and maintain records of decisions and actions.
• Maintain governance records, policies, director information and SharePoint resources.
• Support onboarding for directors and AGM coordination.
• Coordinate staff meetings, events, and administrative planning.
• Support Salesforce data entry and review for proposals and stakeholder materials.

Skills

Excellent communication

Organizational skills

Handling confidential information

Collaborative & adaptable

Attention to detail

Education

Post-secondary education in business/administration

Tools

Microsoft 365

Salesforce

SharePoint

Teams

Job description

Operations Full Time Calgary, AB Hybrid $60,000 - $75,000 CAD per year

Partners for Affordable Housing brings together public, private, philanthropic, and nonprofit partners to help community-led affordable housing solutions move forward, faster.

We mobilize philanthropic capital, connect housing providers with the partners and resources they need, and help unlock funding for viable projects that might otherwise stall. Through initiatives such as our platform Front Door and our funding programs, we are helping affordable housing projects advance in communities across Canada.

We are a small, growing, mission-driven team working nationally toward a shared goal: helping ensure everyone has a place to call home.

The Role

The Executive Assistant & Governance Coordinator provides dedicated, confidential executive support to the CEO and coordinates the administrative activities that support Partners' Board of Directors and its committees.

Reporting to the Vice President, Corporate Services, this role helps ensure the CEO's time and priorities are effectively managed and Board and committee activities are well organized. While the CEO maintains the primary relationship with the Board, the Vice President, Corporate Services oversees governance administration, with this role coordinating the processes that support it.

This role is well suited to someone who thrives in a dynamic, entrepreneurial environment—someone who can anticipate needs, adapt quickly as priorities evolve, and bring structure and follow-through to new ideas and opportunities.

This is a hybrid role based in Calgary, with flexibility for remote work and in-person availability required to support the CEO, Board meetings, events and other organizational activities as needed.

Key Responsibilities

Executive Support

• Manage the CEO's calendar, inbox, meetings and travel, proactively identifying competing priorities and ensuring effective use of the CEO's time.
• Coordinate meeting preparation and prepare, proofread and format agendas, briefing materials, correspondence, reports, presentations and other executive materials.
• Track requests, commitments, decisions and action items and ensure timely follow-up.
• Coordinate communications and scheduling with Board members, donors, funders, partners and other external stakeholders.
• Manage CEO expenses and other administrative requirements and provide administrative support to other members of the Executive Team as required.
• Handle sensitive and confidential information with sound judgment and discretion.

Board & Governance Coordination

• Coordinate Board and committee meetings, including the annual calendar, scheduling, agendas, logistics and meeting materials.
• Coordinate the preparation, quality review and timely distribution of Board and committee packages.
• Attend meetings as required, prepare accurate minutes, and maintain records of decisions, resolutions and action items.
• Maintain governance records, policies, terms of reference, director information, and the Board portal and related SharePoint resources.
• Support director onboarding and orientation and coordinate the administrative requirements for the Annual General Meeting and Board retreats.
• Coordinate governance-related approvals, signatures and documentation and support effective Board follow-up.

Organizational & Administrative Support

• Coordinate Executive Team and staff meetings, retreats, events and planning sessions as required.
• Maintain organized digital records, templates, forms and document libraries using Microsoft 365, SharePoint and Teams.
• Support the tracking of contacts, opportunities and follow-up activities in Salesforce and assist with editing proposals, presentations and stakeholder materials as required.
• Provide routine financial administration support, including expenses, invoices, receipts and supporting documentation.
• Provide backup administrative and project coordination support and assist with special projects and organizational priorities as required.
• Identify practical opportunities to improve administrative processes, systems and ways of working.

Qualifications & Experience

• 5+ years of progressively responsible administrative experience, including experience supporting a senior executive.
• Experience supporting a Board of Directors, committees or governance processes.
• Experience in a charity, nonprofit or other mission-driven organization is an asset.
• Post-secondary education in business, office or public administration, or a related field, is an asset; equivalent experience will also be considered.
• Strong proficiency with Microsoft 365, including Outlook, Word, PowerPoint, Excel, Teams and SharePoint; experience with Salesforce or another CRM.
• Excellent written and verbal communication skills, including experience preparing professional correspondence, meeting materials and minutes.
• Exceptional organizational skills and attention to detail, with the ability to anticipate needs, exercise sound judgment and manage multiple and changing priorities independently.
• A collaborative, adaptable and solutions-oriented approach, with the professionalism and discretion required to handle confidential information and thrive in a fast-moving, entrepreneurial environment.

Compensation

The salary range for this position is $60,000–$75,000 annually, commensurate with experience and qualifications, together with Partners' employee health and dental benefits, 3 weeks vacation, generous wellness days and annual paid holiday closure. Flexible hybrid work environment.

Our Commitment

Partners is committed to fostering an inclusive workplace and welcomes applications from qualified candidates with diverse backgrounds, experiences, perspectives and abilities. Accommodations are available upon request throughout the recruitment process.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

The anticipated start date for this role is January 2027. We expect to contact eligible candidates by the end of November 2026.