Job Description

We are seeking a highly skilled and adaptable Executive Assistant responsible for providing comprehensive and direct administrative support to the Chief Executive Officer (CEO) and Board of Directors, as well as liaise with internal and external stakeholders as a CEO representative. The incumbent takes guidance/direction from the CEO and also manages the administration of Executive Services. This dynamic position requires the ability to anticipate needs, think critically and offer solutions to problems with a high level of professionalism and confidentiality. This position reports to the Vice President, Strategy and Executive Initiatives.

The Day to Day:

CEO Administrative Support

• Fulfil a broad variety of high-level administrative tasks that facilitate the CEO’s ability to effectively lead the organization and steward the United Way brand. Support from this role enables positive relationship building with service providers, community leaders, senior volunteers and their teams. This role identifies opportunities and issues taking place in the environment and updates the CEO in advance of commitments, meetings, conferences, etc. contributing to organizational success.
• Deliver comprehensive and proactive calendar management for the CEO by prioritizing inquiries and requests, anticipating potential scheduling conflicts, and implementing timely solutions to ensure seamless daily operations including managing and organizing email correspondence, scheduling and coordinating meetings, preparing briefing materials, drafting correspondence and reports, printing and distributing key documents, processing expense reports, recording, summarizing meeting minutes and maintaining files.

• For incoming inquiries, serve as primary point of contact for internal and external stakeholders maintaining confidential and critical matters while prioritizing and exercising judgement reflective of the CEO’s style and organization policy.

• Provide confidential project, task, and communication support to the Board of Directors and Board Committee as required.

Executive Services Administration

• Liaise, coordinate and support Board of Directors and Board Committee (Human Resources, Finance & Audit, Community Impact, and Governance) meetings and events:
• Schedule meetings, preparing draft agendas.
• Develop, compile and distribute presentation materials and meeting packages.
• Record meeting minutes on behalf of Board Secretary and uploading materials to the Board portal.
• Ensures scheduling aligns appropriately with key annual processes and events.
• Liaises with Executive Leadership Team (“ELT”) to ensure reports and work required for meeting packages is underway and tracks the progress to ensure timely delivery of materials.

• Manage the Annual General Meeting process including scheduling meeting date, directing meeting logistics, developing meeting materials, taking meeting minutes, and submitting the annual corporate registries filing.

• Provide support to ELT meetings including maintaining a list of discussion items for decisions as identified by the CEO and/or ELT, identifying and resolving issues that do not require ELT input.

• Support the President & CEO budget including developing draft budget for approval, managing budget, and ensuring proper allocation of costs.

• Support Quarterly Leadership and All Staff Meetings as part of the Strategic Management process.
• Collaborate cross-departmentally with internal stakeholders to identify issues, solve problems, make decisions, and support change as required.

About you:

You bring advanced proficiency in Microsoft 365, CRM systems, and virtual meeting platforms, along with expert-level capabilities in Word, Adobe, PowerPoint, and Outlook. You possess a strong understanding of executive office operations, governance, and board support, paired with exceptional communication skills and the ability to produce high-quality correspondence, briefings, and presentations with minimal direction. This role requires outstanding organizational and time management abilities, sharp critical thinking and problem-solving skills, and a proven capacity to prioritize and execute in a fast-paced environment.

You excel at building trusted relationships with senior executives, board members, and external partners, while maintaining the highest level of professionalism and a strong customer service focus. Adaptable and resourceful, you thrive amid changing priorities and effectively navigate organizational processes to deliver results. Familiarity with AI tools, survey platforms, and modern productivity applications is considered a strong asset.

Your background includes a post-secondary c ertificate or diploma in Business Administration or related field plus six to eight years of related experience. This position requires significant executive support experience, including supporting C-Level executives. Nonprofit board experience is highly preferred.

The successful candidate for this position will be someone who shares our purpose to ensure no one in our community is left behind, is a difference maker in our community, and wants to connect to a bigger purpose.

You align with and integrate our core values throughout all organizational and business practices, and you consistently act with personal, professional, and behavioral integrity.

You see yourself in our Values.
We value and operate with a commitment to:

Creating solutions.

Continuous learning.

Being courageous in our work.

Capturing our customers’ hearts and minds.

Being insights driven and utilizing real data.

Applying a lens of equity and inclusion to all that we do.

Why work with us?

We are people who love what we do and are passionate about our work. We offer rewarding work, a positive workplace culture, and a total rewards package. Our work environment is a hybrid - with time spent both collaborating in the office as well as remotely.  

United Way of the Alberta Capital Region takes a systems-wide approach to collaborate and deliver local programs and services that address multiple facets of community well-being.

At United Way of the Alberta Capital Region, we value the contributions our employees make in supporting and advancing our purpose and values and have a workplace culture where actions are aligned and focused on achieving our envisioned future. We believe that a balanced Total Rewards Program helps foster a culture and workplace experience where our colleagues will flourish to the benefit of those served through our United Way.​ 

Fundamental to this is our commitment to pay equity and a living wage. As part of our Total Rewards Program, this position is also eligible for:

• 4 Day Work Week Program (January – August)
• Flexible hours (Hybrid work environment)
• Birthday off
• Professional Coaching
• LinkedIn Learning
• Extended Health & Dental
• Health Spending Account & Wellness Spending Account
• Employee & Family Assistance Program
• People Connect (virtual psychological support)
• RRSP matching
• 12 days of Personal Illness and Family Responsibility Leave 
• 4 weeks’ vacation
• The salary range for this role is $75,600 – $90,000

*(Starting salary based on experience and budgetary considerations)

All Benefits are subject to applicable eligibility requirements.

United Way of the Alberta Capital Region is committed to creating an inclusive workplace that reflects our diverse community that we serve. We encourage candidates from diverse backgrounds and those who may need accommodation to apply to join our team. By incorporating a variety of experiences and perspectives, we create opportunities for innovative solutions and maximize the impact of our work.

To learn more about United Way of the Alberta Capital Region, please visit myunitedway.ca 

United Way of the Alberta Capital Region has once again been recognized as one of the 2025 Best Workplaces™ in Government and Social Services.