Executive Assistant

Canadian Cancer Society; Calgary; Hybrid; CAD 52,000 - 75,000; Full time

Job summary

The Canadian Cancer Society is seeking an Executive Assistant to support the Vice President of Cancer Support Programs. This role involves providing high-level administrative support and project coordination to ensure efficient operation. The ideal candidate will demonstrate excellent organizational skills, strong communication abilities, and a commitment to the mission of improving cancer care in Canada. A hybrid work model is offered, facilitating a diverse and inclusive workplace.

Benefits

Competitive salary

Health insurance

Paid parental leave

Family sick time

Qualifications

• Minimum 3 years of related executive assistant experience.
• Experience providing administrative support to executives.
• Strong verbal and written communication skills.

Responsibilities

• Maintain VP's schedules and manage logistics.
• Facilitate team meetings and manage action items.
• Monitor departmental budget and coordinate event logistics.

Skills

Advanced collaboration tools

Attention to detail

Project management

Communication

Time management

Interpersonal skills

Education

Post-secondary education in business administration

Tools

Microsoft Office Suite

MS Teams

SharePoint

Zoom

Job description

Job Title: Executive Assistant

Location: Calgary, AB or Ottawa, ON (Detailed office location information can be found by visiting this link: https://cancer.ca/en/contact-us)

Work Model: Hybrid Work Model

Salary Band: 4 ($52,000 - $75,000)

HELP SHAPE THE FUTURE OF CANCER CARE IN CANADA

The Canadian Cancer Society works tirelessly to save and improve lives. We raise funds to fuel the brightest minds in cancer research. We provide a compassionate support system for all those affected by all type of cancer, across Canada. Together with patients, supporters, donors and volunteers, we work to create a healthier future for everyone. Because to take on cancer, it takes all of us. It takes a society.

MAKING AN IMPACT

The Executive Assistant performs a range of administrative and project management duties to facilitate effective operation of the Vice President, Cancer Support Programs and Services by providing executive-level administrative support.

What You’ll Be Doing

Administrative Support to VP, Cancer Support Programs and Services

• Maintain and manage VP’s time, schedules, including calendar management, meeting booking, travel and logistics.
• Send action emails and replies as requested, prioritizing items, prompting responses, and following up on deliverables using advanced tech tools. Include reminders, calendar updates, and other necessary follow-ups.
• Anticipate support needs and proactively manage with input from VP(s)
• Review and process expense claims in accordance with established policies and procedures and prepare credit card reconciliation.
• Establish and maintain confidential files and records
• Edit and draft documents and presentations using the Microsoft Suite products, as needed.
  
  

Administrative Support for Cancer Support Programs and Services Team

• Initiate and facilitate meetings (via Teams or in-person): send invitations, manage participants, record meetings, take minutes, and manage action items where relevant
• Coordinate meetings by scheduling, managing logistics, preparing agendas, and sending materials beforehand. Compile presentations, take notes, and track action items to ensure completion. Provide a wide range of other administrative support, including drafting and editing correspondence, managing files and digital dashboards, etc.
• Monitor departmental budget and support team members with financial coding of purchasing and processing of payments. Coordinate purchases using corporate credit cards.
• Work with other members of the Cancer Support Programs and Services Team to coordinate internal and external events, including but not limited to booking meeting rooms/venues, video conferencing, arranging catering, purchasing gifts, and preparing meeting materials. Support meetings on site as needed.
• Contribute to our culture of diversity, inclusion, belonging and equity (DIBE) by ensuring that all staff feel represented, valued, and heard across all aspects of their identity, including gender, age, religion, ethnicity, nationality, race, and sexuality.
  
  

Project Coordination

• Work with key members of the leadership team to advance Cancer Support programs and services by providing project coordination support.
• Create, manage and update SharePoint and MS Teams groups for the CS team
• Develop new work tools and processes when needed
• Other duties as assigned
  
  

Qualifications

• Post-secondary education in any transferable field of study – business administration or related field preferred
• A minimum of 3 years related executive assistant related experience
• Demonstrated experience working alongside and providing excellence in administrative and project management support to executives
• Proficient in advanced collaboration tools in MS Teams, OneNote, Zoom and SharePoint
• Familiar with online/cloud based/SharePoint document sharing/ editing/ permissions, etc.
• Basic understanding of cancer support programs and/or health services is an asset
• Advanced proficiency with MS Office Suite, including Word, Excel, PowerPoint, and Outlook
• Experience with hybrid team building; creating social events and other ways to collaborate with team members in both virtual and in-person settings.
• Previous experience with project management is an asset
• Previous experience in Salesforce is considered an asset.
• Flexibility, ability to pivot and manage competing priorities in a fast-paced, hybrid environment
• Strong work ethic, ability to exercise discretion, demonstrates initiative, clear but sensitive communication and work independently and in a team to do what it takes to get the work done
• Excellent attention to detail and analytical skills
• Ability to maintain the confidentiality of sensitive information
• Excellent verbal and written communication skills including the ability to write clearly and succinctly in a variety of communication settings and styles; communicate with technical and non-technical users.
• Tech-savvy with superior organizational and time management skills
• Exceptional interpersonal skills, ability to build strong working relationships and interact with internal and external stakeholders at all levels of the organization
• English is required; French/Bilingualism (French /English) is an asset due to the organization’s nationwide operations.
• Others may apply
  
  

What You Can Expect From Us

CCS provides impactful opportunities to transform the lives of Canadians affected by cancer. We are devoted to creating an inclusive workplace that celebrates diverse experiences and skills, encouraging all qualified candidates to join us. Our inspiring culture is rooted in our core values and commitment to meaningful change:

COURAGEOUS UNITED CARING RIGOROUS

We offer a competitive salary, excellent benefits, including paid parental leave, family sick time, and health insurance—and a fulfilling work environment where your efforts make a meaningful impact daily.

COME AS YOU ARE

At CCS, we celebrate individuality and the strength of diversity. We are committed to fostering an inclusive and equitable workplace that empowers everyone. We encourage applications from all qualified candidates, including those from equity-deserving groups such as BIPOC, 2SLGBTQI+ communities, individuals with disabilities, veterans, and others who contribute to the richness of our organization. Together, we unite Canadians to shape the future of cancer care.

How To Apply

Qualified candidates are invited to submit their resume, cover letter and salary expectations by June 25th, 2025.

We thank all candidates for their interest and advise that only those selected for an interview will be contacted.

Other Information

CCS is dedicated to employment equity and encourages applications from all qualified candidates . In accordance with the local provincial Accessibility Act, accommodation will be provided as requested throughout the recruitment process . We want to make the interview process a great experience for you!

Please note that in keeping with the mandate of CCS to model and promote healthy lifestyles, employees are not permitted to smoke in or about CCS premises or while carrying out CCS business.

Privacy Disclosure

We collect your personal information through forms, by phone or in person to evaluate your candidacy for the role(s) you have applied for, to contact you regarding your candidacy, and to generate recruitment-related reports. If selected for a position at CCS the information provided will be used for the purposes of pre-employment checks and added to your employee file. We may share your personal information with third parties, including recruitment consultants, within or outside your province or territory or outside Canada to carry out the purposes identified above, or as required by law. We may contact you by mail, email, phone or text. You can exercise your right to access your information or have it corrected, unsubscribe from communications or withdraw your consent by selecting these options within the ADP system, or by contacting [e-mail] . For more information about our privacy practices, visit cancer.ca/privacy

Connect With Us

LinkedIn | Facebook | YouTube

#IND