Executive Assistant and Governance Coordinator

CALGARY RURAL PRIMARY CARE NETWORK; Calgary; Hybrid; CAD 65,000 - 90,000; Full time

Job summary

Calgary Rural Primary Care Network is seeking an Executive Assistant & Governance Coordinator. The role partners with the Executive Director to support leadership operations, governance, and organizational initiatives, ensuring priorities and reporting are coordinated and executed to a high standard.

The successful candidate will demonstrate discretion, attention to detail, and strong organizational skills, with a team-oriented, service-minded approach to implement systems and processes that

Qualifications

• Minimum 3–5 years of senior administrative or executive support experience.
• Experience supporting governance boards and committees preferred.
• Experience writing executive level reports and managing priorities.
• Governance certification is an asset.
• High school diploma required; office admin certificate/diploma is a plus.
• Experience with project coordination, tracking, and status reporting.

Responsibilities

• Provide administrative support to the Executive Director and leadership team, manage calendars, meetings, minutes, agendas, and action items.
• Coordinate annual workplans, deadlines, compliance reporting, and maintain documentation standards.
• Prepare and edit correspondence, reports, presentations, and briefing notes for the ED.
• Maintain board and staff directories, distribution lists, and records management.
• Coordinate board/committee meetings, agendas, packages, minutes, and governance communications.
• Lead administrative and organizational projects, track progress, and support cross-stakeholder communication.

Skills

Senior administrative support

Governance coordination

Communication

Time management

Interpersonal skills

Education

High school diploma

Office administration certificate/diploma

Governance certification (assets)

Tools

Outlook

MS Office

SharePoint

Teams

CRM

Job description

Reports To: Executive Director

Position Summary:

TheExecutive Assistant & Governance Coordinator serves as a trusted partner tothe Executive Director and is responsible for coordinating leadership operations,governance, organizational initiatives, and supporting communication andalignment across the organization.

Thisrole provides high-level support to the Executive Director (ED), Board ofDirectors, Board Committees, and Leadership Team. The position ensuresorganizational priorities, governance obligations, projects, reportingrequirements, and critical administrative processes are coordinated,communicated, and completed to a high standard.

Thesuccessful candidate will demonstrate exceptional judgment, discretion,attention to detail, organizational skills, and the ability to manage multiplecompeting priorities. The role is best suited towards a team player who isservice oriented, is committed to quality, and excited about the opportunity tocreate and implement systems and processes to help our organization achieve itsgoals and objectives.

Key Responsibilities

Executive Support

• Provide administrative support to Executive Directorand leadership team including managing multiple calendars, scheduling meetings,taking minutes, setting agendas, preparing packages, and managing action items.
• Support Executive Director in managing strategicpriorities by coordinating annual workplans, adhering to deadlines, meeting compliancerequirements, and maintaining effective reporting.
• Prepare and edit correspondence, quarterly reports,presentations, briefing notes for the ED.
• Organize organizational information and ensure it ismaintained in a systematic and accessible manner, maintaining documentation standards and records management.
• Maintain Board, membership, and staff directories,email boxes, and multiple distribution lists.
• Coordinate meeting logistics, including room bookings,virtual meeting links, AV, catering, attendance, materials, and related communications for staff, leadership, membership, and stakeholder meetings.
• Act as central point of contact for PCN relatedinquiries and support needs. Foster a positive and collaborative workplace environment.

Organizational Reporting and Compliance

• Manage corporate calendar and coordinate leadershipteam reports to ensure all compliance requirements are met and submitted ontime.
• Develop, maintain, support implementation of, andmonitor compliance with organizational policies and procedures to support a safe, productive, and well-governed work environment.
• Maintain organizational documentation, contracts,records, document management systems, and records retention requirements in asystematic and accessible manner.
• Compile OHS reporting and other organizationalcompliance level data.
• Participate on PCN working groups and committees asassigned.

Board Governance

• Coordinate all aspects of Board, Committee, and AnnualGeneral Meeting preparation and logistics, including agendas, meeting packages, briefing notes, scheduling, room setup, AV, catering, minutes, follow-up items,and management actions.
• Prepare, review, and distribute Board and Committeematerials, including reports, resolutions, briefing notes, annual reports, and Board communications.
• Develop and maintain annual Board and Committeecalendars and decision registers.
• Develop, implement, and maintain Board and Committeegovernance policies, procedures, bylaws, manuals, foundational documents,contracts, corporate records, and regulatory requirements in conjunction withlegal counsel, as required.
• Coordinate board evaluation, planning, recruitment andorientation of new Board Directors.
• Coordinate annual corporate filings and regulatoryrequirements.
• Serve as a point of contact for governance-relatedinquiries from the Board, internal and external stakeholders.

Project Coordination

• Lead and coordinate administrative and organizationalprojects as assigned, including developing project plans, coordinating completion activities across stakeholders, tracking progress, preparing statusreports, and supporting communication between management and leadership.
• Monitor project deliverables and escape risksrequiring leadership attention.
• Perform other related administrative duties asrequired to support organizational effectiveness.

Qualifications

• Minimum 3–5 years of experience providing senior administrative orexecutive support, preferably in a governance, healthcare, non- profit, or public-sector environment.
• Experience supporting executive meetings, Governance Boards and/orCommittees required.
• Experience writing executive level reports, overseeing projects andsupporting multiple priorities.
• Governance certification considered an asset.
• Minimum high school diploma with relevant experience supportingExecutive position for minimum of 5 years.
• Office administration certificate or diploma an asset.
• Experience with project coordination, project tracking, and statusreporting.

Core Competencies

• Strong interpersonal skills andproblem-solving skills.
• Demonstrated organizational and timemanagement skills to support the Executive Director
• Ability to effectively communicate orallyand in writing with various stakeholders.
• Adept in developing agendas and recordingminutes.
• Strong computer skills including Outlook,MS Office, spreadsheets.
• Ability to prioritize and manage multipletasks.
• Establish professional rapport and instillconfidence with internal and external stakeholders.
• Must be a self-starter, able to stayorganized, work independently, and follow direction.

Technical Skills

• Microsoft office suite including Excel,PowerPoint, Copilot, and Word applications.
• Microsoft SharePoint and teams
• CRM experience an asset.

Working Conditions

• Hybrid environment with travel to CRPCNwork sites as required
• Valid driver’s license & access toreliable vehicle
• Some early morning and evening meetingsrequired.