Executive Personal Assistant

Gateway Holistic Care Group; Edmonton; On-site; Part time

Job summary

Gateway Holistic Care Group is seeking an Executive Personal Assistant to support the Executive Director. This part-time role includes managing schedules, preparing reports, and maintaining confidentiality. Ideal candidates will have 3+ years of experience, proficiency in Microsoft Office, and excellent communication skills. The position offers a competitive hourly rate and requires flexibility for occasional travel.

Benefits

Company events

Dental care

Employee assistance program

Extended health care

On-site parking

Qualifications

• Minimum of 3 years’ experience as an executive or personal assistant.
• High level of professionalism and discretion required.
• Drivers license and reliable transportation needed.

Responsibilities

• Manage the Executive Director’s calendar and appointments.
• Prepare documents, reports, and presentations.
• Handle confidential correspondence with discretion.

Skills

Organizational skills

Written communication

Verbal communication

Confidentiality

Discretion

Education

Post-secondary education in Business Administration or related field

Tools

Microsoft Office Suite

Job description

3 days ago Be among the first 25 applicants

Gateway Holistic Care Group provides compassionate, specialized support for individuals with autism and developmental disabilities. We offer boutique respite homes, transitional programs, and supported living environments across Alberta, Northwest Territories, and Nunavut, focusing on promoting independence, easing caregiver stress, and building meaningful community connections.

Mission

To ensure that our service users thrive while achieving a dignified quality of life in our boutique respite, transitional, and supported living environments

Vision

To deliver person-centered programs that promote healthy living, emotional wellness, and complete well-being.

Core Values

• Respect – Honoring identity, voice, and rights
• Trust – Building dependable, transparent relationships
• Security – Ensuring physical, emotional, and psychological safety
• Integrity – Acting with honesty and accountability
• Cultural Competence – Embracing diversity and inclusive care
• Empathy – Responding with compassion and understanding

Position Overview

The Executive Personal Assistant (PA) to the Executive Director provides high-level administrative support to ensure the Executive Director’s daily operations run smoothly. This role involves managing schedules, handling confidential information, preparing reports and correspondence, and serving as a key liaison between the Executive Director and internal or external stakeholders. The Executive Personal Assistant plays a critical role in helping the Executive Director stay organized, meet deadlines, and achieve strategic goals.

Key Responsibilities

• Manage the Director’s calendar by coordinating, scheduling, and confirming meetings, appointments, and travel arrangements to optimize their time and ensure all obligations are met.
• Prepare, compile, and format documents, reports, presentations, and meeting agendas to support the Director’s communication and decision-making needs.
• Handle confidential correspondence and sensitive information with discretion, maintaining the highest standards of privacy and professionalism at all times.
• Screen and prioritize emails, calls, and other communications, drafting clear, professional responses to ensure timely and effective follow-up on key issues.
• Coordinate internal and external meetings by arranging logistics, preparing necessary materials, and accurately recording and distributing meeting minutes and follow-ups.
• Track and follow up on action items, project deadlines, and strategic initiatives on behalf of the Director to ensure objectives are achieved on schedule.
• Maintain organized digital and physical filing systems and databases that allow for efficient retrieval and secure storage of critical documents and records.
• Conduct thorough research and prepare summaries, briefs, or data reports on various topics to inform the Director’s strategic initiatives, presentations, and organizational planning.
• Manage and update the Executive Director’s professional social media platforms (such as LinkedIn) by drafting posts, monitoring engagement, and aligning content with organizational values and goals.
• Assist with planning and executing events, campaigns, and company initiatives by coordinating vendors, venues, materials, and communication as required by the Director.
• Liaise professionally with staff, clients, partners, and community stakeholders to foster strong relationships and uphold the reputation of Gateway Holistic Care Group.
• Monitor, reconcile, and track expenses, invoices, and budgets related to the Director’s office, ensuring accuracy and adherence to financial protocols.
• Provide personal assistance and support to the Director with both professional and occasional personal tasks, which may include after-hours or weekend commitments, demonstrating flexibility and commitment.

Qualifications & Skills

• Post-secondary education in Business Administration, Office Administration, or related fields preferred.
• Minimum of 3 years’ experience as an executive assistant or personal assistant, preferably in health care, social services, or a similar environment.
• Excellent organizational skills with the ability to multitask and prioritize effectively.
• Strong written and verbal communication skills.
• High level of professionalism, confidentiality, and discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with digital tools.
• Ability to work independently with minimal supervision and exercise sound judgment.
• Valid Driver’s License and reliable transportation required.
• Willing and able to travel locally or regionally as the job requires.
• Flexible and adaptable to shifting priorities and a dynamic environment.

Working Conditions

• Primarily office-based, with frequent travel to program sites, meetings, or events as required.
• May require flexibility to work outside standard business hours to meet deadlines or support events.

Job Type: Part-time, Permanent

Pay: $21.00-$23.00 per hour

Expected hours: 15 – 20 per week

• Company events
• Dental care
• Employee assistance program
• Extended health care
• On-site parking

Experience

• Executive Assistant: 3 years (required)

Willingness to travel

• 50% (required)

Other requirements

• Class 5 driving license and reliable car to use (required)

Work Location

Apply here: https://ca.indeed.com/job/executive-personal-assistant-dc120e9c38345640

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Administrative

• Industries

  Home Health Care Services

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