Executive Assistant

Jewish Federation of Edmonton; Edmonton; Hybrid; CAD 60,000 - 75,000; Full time

Job summary

Jewish Federation of Edmonton in Edmonton is seeking an Executive Assistant to support the CEO and provide administration to the Board of Directors and Federation office. The role requires exceptional organizational skills, calendar and travel coordination, and strong communications in a fast-paced nonprofit environment.

You will liaise with internal and external stakeholders and assist with governance records, events, HR tasks, and office operations to ensure seamless services to the community.

Qualifications

• Administrative or executive support experience.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint and Teams).
• Ability to handle multiple priorities with confidentiality and attention to detail.
• Experience in nonprofit sector is an asset.
• Knowledge of the Jewish community is an asset.

Responsibilities

• Manage the CEO's calendar, scheduling, travel arrangements, and meeting logistics.
• Monitor and prioritize incoming communications.
• Track follow-up items, deadlines, and action items.
• Act as a liaison between the CEO and internal and external stakeholders.
• Support the Board of Directors and Board Committees.
• Prepare meeting packages and supporting documentation.
• Coordinate meeting logistics and communications.
• Maintain governance records and files.
• Serve as a welcoming first point of contact for visitors, volunteers, and community members.
• Answer and direct inquiries received by phone, email, and in person.
• Support administrative processes and office operations.
• Coordinate registrations, invitations, catering, and logistical arrangements for meetings and events.
• Provide administrative support for community programs, donor events, and special initiatives.
• Assist with volunteer communications and event preparation.
• Promote a welcoming and positive experience for community members and stakeholders.
• Coordinate interview scheduling and recruitment logistics.
• Assist with new employee onboarding and orientation activities.
• Support staff training and professional development coordination.
• Provide project-based administrative support to Federation staff as directed by the CEO.
• Assist with correspondence, document preparation, and special projects.
• Support organizational initiatives and cross-departmental activities as required.

Skills

Executive support

Organizational skills

Written & verbal communication

Customer service

Interpersonal skills

Confidentiality

Multitasking

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

Job description

Position Summary

Jewish Federation of Edmonton is seeking a highly organized, professional, and proactive Executive Assistant to support the Chief Executive Officer and provide administrative support to the Board of Directors and Federation office.

This role is ideal for someone who thrives in a fast-paced environment, enjoys coordinating people and projects, has exceptional attention to detail, and takes pride in creating efficient systems and delivering excellent service.

Key Responsibilities

Executive Support

• Manage the CEO's calendar, scheduling, travel arrangements, and meeting logistics.
• Monitor and prioritize incoming communications.
• Track follow-up items, deadlines, and action items.
• Act as a liaison between the CEO and internal and external stakeholders.

Board & Committee Administration

• Support the Board of Directors and Board Committees.
• Prepare meeting packages and supporting documentation.
• Coordinate meeting logistics and communications.
• Maintain governance records and files.

Office Administration

• Serve as a welcoming first point of contact for visitors, volunteers, and community members.
• Answer and direct inquiries received by phone, email, and in person.
• Support administrative processes and office operations.

Event & Community Support

• Coordinate registrations, invitations, catering, and logistical arrangements for meetings and events.
• Provide administrative support for community programs, donor events, and special initiatives.
• Assist with volunteer communications and event preparation.
• Promote a welcoming and positive experience for community members and stakeholders.

Human Resources Support

• Coordinate interview scheduling and recruitment logistics.
• Assist with new employee onboarding and orientation activities.
• Support staff training and professional development coordination.

Administrative Support Across the Organization

• Provide project-based administrative support to Federation staff as directed by the CEO.
• Assist with correspondence, document preparation, and special projects.
• Support organizational initiatives and cross-departmental activities as required.

Qualifications

• Administrative or executive support experience.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to manage multiple priorities while maintaining confidentiality and attention to detail.
• Strong interpersonal skills and a commitment to customer service.
• Experience in the nonprofit sector is an asset.
• Knowledge of the Jewish community is an asset.

Working Conditions

• Full-time position based in Edmonton.
• Occasional evening and weekend work is required to support board meetings, community events, and special programs.

If you are highly organized, proactive, detail-oriented, and passionate about community impact, we would love to hear from you.

Accepting applications until filled. However, we are aiming to have all applications submitted by September 28.