Executive Assistant

Executrade – Your Recruitment Specialists; Edmonton; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

Executrade – Your Recruitment Specialists in Edmonton is seeking an experienced Executive Assistant to provide high-level support to two Vice Presidents in a not-for-profit setting. This hybrid role combines strategic calendar management, confidential correspondence, and proactive operations to keep the executive office running smoothly.

You will coordinate travel, prepare materials, capture minutes, and act as a trusted liaison across internal teams and external partners.

Qualifications

• Provide proactive administrative support to two Vice Presidents.
• Experience supporting senior executives in a fast-paced environment.
• Strong calendar management and confidentiality.

Responsibilities

• Provide executive-level administrative support to two Vice Presidents.
• Manage calendars, meetings, agendas, and minutes.
• Coordinate travel arrangements and meeting logistics.
• Prepare confidential correspondence, reports, and presentations.
• Maintain records management and filing systems.
• Liaise between executive leadership, teams, and external stakeholders.
• Track action items and follow-up on key initiatives.
• Support leadership meetings and organizational priorities.

Skills

Executive support

Calendar management

Administrative support

MS Office

Communications

Discretion

Education

Post-secondary education (2+ years)

Tools

Microsoft Word

Excel

PowerPoint

Teams

SharePoint

Adobe

Job description

Hybrid (3 days in office) | Permanent Opportunity | Downtown Edmonton

About Our Client

Our client is a respected not-for-profit organization located in downtown Edmonton that plays an important role within Alberta’s justice and public service landscape. With a strong commitment to its mission, people, and community impact, this organization offers a collaborative and professional environment where employees are valued and supported.

They are seeking an experienced Executive Assistant to provide high-level support to executive leadership and serve as a trusted partner in a confidential, fast-paced environment.

About the Opportunity

This is an excellent opportunity for an accomplished Executive Assistant who enjoys working closely with senior leaders, managing complex priorities, and contributing to the effectiveness of an executive office.

In this role, you will provide proactive administrative and operational support to two Vice Presidents, helping coordinate priorities, streamline communication, and ensure the smooth day-to-day operations of their offices.

The successful candidate will be highly organized, adaptable, and professional, with the ability to anticipate needs, exercise sound judgment, and build strong relationships across the organization. This position offers excellent exposure to senior leadership, strategic initiatives, organizational priorities, and executive-level operations within a respected not-for-profit organization.

Key Responsibilities

• Provide executive-level administrative support to two Vice Presidents, acting as a trusted resource and extension of the executive office.
• Manage complex calendars, including scheduling meetings, prioritizing competing commitments, and proactively identifying conflicts or upcoming needs.
• Coordinate meetings, prepare agendas and meeting materials, attend meetings, and capture accurate notes and minutes.
• Prepare, edit, and format confidential correspondence, reports, presentations, and executive documents.
• Manage sensitive and confidential information with the highest level of discretion and professionalism.
• Serve as a key liaison between executive leadership, internal teams, and external stakeholders.
• Monitor priorities, track action items, and support follow-up on key initiatives and deliverables.
• Assist with tracking progress against organizational priorities, business plans, and key deliverables.
• Coordinate travel arrangements, meeting logistics, and executive documentation.
• Support leadership team meetings through organization, planning, and preparation.
• Maintain effective records management, filing systems, and information retrieval processes.
• Respond to inquiries and requests using strong judgment to determine priorities and appropriate action.

What You Bring

• 5+ years of progressive Executive Assistant or senior administrative support experience.
• Post-secondary education (minimum 2 years) combined with relevant administrative experience.
• Demonstrated experience supporting senior executives in a complex, fast-paced environment.
• Strong calendar management skills with the ability to manage changing priorities and competing demands.
• Exceptional organizational skills with outstanding attention to detail.
• Professional communication skills with the ability to confidently interact with executives, leaders, employees, and external stakeholders.
• Strong judgment and discretion when handling confidential and sensitive information.
• Experience preparing executive correspondence, reports, presentations, agendas, and meeting materials.
• Experience attending meetings and preparing accurate notes or minutes.
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Teams, SharePoint, and Adobe.
• Strong comfort level with technology and the ability to quickly learn and leverage new tools.

Experience That Would Be Considered an Asset

• Experience supporting senior leaders within a not-for-profit, legal, regulatory, public sector, or similarly structured organization.
• Experience working in a policy-driven environment with formal organizational processes.
• Experience coordinating executive meetings, preparing agendas, and recording meeting notes or minutes.
• Experience supporting strategic initiatives, business planning activities, or executive-level operational priorities.
• Experience working in a highly confidential environment where discretion and sound judgment are essential.

The Ideal Candidate

You are a seasoned Executive Assistant/Senior Administrator who understands the importance of being a trusted partner to senior leaders. You are calm under pressure, highly organized, and able to anticipate needs before they arise.

You thrive in an environment where priorities can shift quickly and where professionalism, discretion, and strong communication skills are essential. You are confident working with executive leadership, comfortable managing complexity, and take pride in creating order and efficiency behind the scenes.

You are adaptable and comfortable supporting leaders with different working styles while maintaining a high level of professionalism and reliability.

If you are looking for an opportunity to support respected leaders, contribute to meaningful work, and join a stable organization where your expertise is valued, we would love to hear from you!

About Us

Executrade is one of Western Canada’s most comprehensive full-service recruitment firms, with over 50 years of expertise in connecting talented professionals with leading organizations.

We are proud to apply principles of diversity, equity, and inclusion in all our recruitment practices, ensuring equal opportunities for all candidates. Our commitment to these values enables us to match organizations with a diverse range of top talent, fostering workplace cultures that thrive on innovation, collaboration, and respect.

In accordance with Canadian immigration laws, priority will be given to Canadian citizens and permanent residents. Learn more: www.cic.gc.ca