Our client in the Alberta government-subsidized seniors housing space is looking for an EA to join their team.

EXECUTIVE ASSISTANT

Position Overview Supporting both the CEO and the COO, the Executive Assistant plays a key role in ensuring the efficient operation and overall success of our rapidly expanding organization. There are so many exciting initiatives going on here. As a trusted partner to the CEO, the Executive Assistant will be essential to streamlining processes, managing priorities, and supporting organizational excellence.

Job Type: Full-Time

Responsibilities

Provide proactive executive support to the CEO and COO, including calendar management, meeting preparation, priority coordination and follow-up. Coordinate projects, track documents and deadlines, schedule meetings, and maintain project workflows using Monday.com or similar project management software. Collaborate with Communications Consultant to draft communication and PowerPoint presentations. Help Executives keep multiple priorities on track. Coordinate bi-weekly staff/senior leadership team meetings. Record, transcribe, and distribute meeting minutes. Coordinate document management and filing systems. Provide administrative support to Leadership team as requested. Plan and execute internal and external events, including community and stakeholder events such as Stampede-related functions. Prepare expense reports, mileage logs, and vacation tracking for CEO. Arrange conference registrations, travel and accommodations. Provide basic IT support; coordinate staff security phones and related mobile devices; and liaise with external IT and security providers. Conduct research as requested. Coordinate grant-funded projects. Manage the organization's brand and enhance its social media presence, including creating and coordinating content in Canva. Manage Google reviews and analytics. Provide office management and general administrative support, including supplies, vendors and office equipment such as the coffee machine, plus other duties as assigned. Collaborate with other departments to maintain and update digital signage content using OptiSigns. Review and audit software programs, licences and subscriptions; recommend improvements and support implementation. Support fundraising initiatives, donor and/or stakeholder coordination.

Competencies and Skills

3-5 years of experience in executive support, office management or a similar senior administrative role Strong organizational and multitasking skills with an ability to prioritize effectively Excellent English written and verbal communication skills Strong relationship building skills Excellent knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint), Adobe Acrobat and social media platforms Proficiency with Monday.com, Canva and OptiSigns, or the demonstrated ability to learn comparable software quickly Proficiency with Yardi and CRM databases or the demonstrated ability to learn comparable software quickly Event planning, fundraising, branding and project management experience Discretion and confidentiality in handling sensitive information A proactive mindset and the ability to work both independently and collaboratively Experience reviewing or auditing software programs, licences and subscriptions Experience in property management, seniors housing or a related environment is an asset Experience working in political, public-sector or government-relations environments is an asset Strong office management skills, including coordinating vendors, supplies, shared equipment and staff devices