Executive Assistant

Title: Executive Assistant & Board Coordinator

Report To: Chief Executive Officer

Placement: Temporary, full-time (with potential to convert to permanent)

Location: Edmonton

Type: Hybrid, with remote work where operationally appropriate

Hours: Monday to Friday, 8:00 a.m. to 4:00 p.m.

Our client, a well-established Edmonton-based not-for-profit organization, is seeking an Executive Assistant & Board Coordinator to join their team. They are a small, tight-knit team with very low turnover. This opportunity is a strong fit for a senior administrative professional who has supported a board or governing body and enjoys owning the details that keep good governance running.

Position Overview:

• High-level administrative, operational, and governance support to the Chief Executive Officer.
• Key liaison between the CEO, the Board, senior leadership, and external stakeholders.
• Handles confidential information and competing priorities in a fast-paced environment.
• Roughly half the role is executive support and half is governance and board secretariat work.

Responsibilities:

Administration

• Manage executive communications, correspondence, and inquiries, exercising sound judgment, discretion, and professionalism.
• Coordinate the CEO's calendar, meetings, travel arrangements, and briefing materials to ensure effective preparation and follow-up.
• Support the CEO and Board Chair in coordinating schedules, meetings, and stakeholder engagement activities.
• Research, prioritize, and respond to requests for information, including matters related to policy and governance.
• Prepare, edit, and maintain correspondence, reports, presentations, speaking notes, policies, procedures, and other organizational documents.
• Coordinate and administer meetings, including scheduling, agenda preparation, minute-taking, logistics, and action-item tracking.
• Organize internal events and staff meetings, including scheduling, logistics, and vendor coordination as required.

Board and Committee Support

• Schedule internal and external meetings and coordinate meeting materials, including agendas and logistics (event, venue, catering, etc.).
• Maintain up-to-date and accurate board member information (i.e., meeting summaries, board terms, biographies, meeting calendar) as required.
• Coordinate orientation of new board members and ongoing education for all board members in understanding their roles and responsibilities.
• Communicate all decisions, actions, directives, and important information following board and committee meetings to the appropriate individuals or stakeholders.
• Anticipate and follow up on outstanding agenda items, taking action to ensure information is provided to the board and committee members in a timely manner.
• Lead in management of the annual board appointment process.
• Provide support for board meetings and the annual retreat as required, which requires periodically working outside normal working hours.
• Handle package and agenda development and circulation, meeting logistics distribution, and posting to the board portal.
• Record and distribute meeting minutes.
• Maintain motion tracking summary and filing of all relevant board materials.
• Attend board meetings to ensure smooth execution.
• Develop an action item summary post board meeting.
• Track and reconcile expense claim forms for board members, including meeting expenses with hotel and AV providers.

Organizational Responsibilities

• Coordinate management team meetings and projects, including agendas, minutes, and deliverable tracking.
• Prepare proposed changes to bylaws, the governance manual, and other governance documents for board review.
• Update governance documents as approved by the board, maintaining an archival history of past versions for reference.
• Ensure governance documents are actively maintained and appropriately referenced on the organization's website and shared drive.

Must Have Qualifications:

• 3+ years of senior administrative experience in a fast-paced executive office. Equivalent experience will be considered.
• Experience supporting a board of directors and a senior leadership team.
• A working understanding of governance and committee structure, including minute-taking and reporting.
• Strong calendar management, filing, and correspondence skills already in hand.
• Expert-level Microsoft Office 365, with strong Word and document editing skills.
• Precision and high attention to detail in written and verbal communication, with the ability to work at a consistently high level with minimal supervision.

Like To Have Qualifications:

• Experience with a board portal such as Convene, Diligent, or BoardEffect.
• Experience coordinating board orientation and governance documentation.
• Experience using AI tools such as Claude, ChatGPT, or Microsoft Copilot

Why You Should Work Here:

• Opportunity to convert into a permanent position.
• Small, collaborative team of 13 with very low turnover and strong shared values.
• Hybrid working and compressed work week options.
• Daily exposure to the CEO, the board, and the board chair, with real governance work rather than calendar management alone.