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Job Number:  38846
Executive Assistant to Chief Executive Officer
Job Posted: Thursday, 12 October 2017
Closing Date: Saturday, 11 November 2017
(67 days ago)
The Mustard Seed
Region: Calgary area Type: Full time
Location: Calgary Salary: (not entered)


Executive Assistant to Chief Executive Officer

Calgary Downtown


The Mustard Seed is a Christian humanitarian organization whose vision is to build community, grow hope and support change. Intentionally following Jesus Christ and partnering with the community, The Mustard Seed combats the root causes of poverty in Alberta and works to create positive, lasting change in the lives of those we serve. The Mustard Seed provides basic services - food, clothing and housing, and support services – education and employment, to those living in poverty within Alberta.



The Executive Assistant represents and provides critical support for key activities for the Chief Executive Officer (CEO), which will enhance the CEO’s visibility and reputation by managing internal & external relationships in a proactive and structured manner.  This will include ensuring seamless links for the CEO with the Board, external parties, leadership team, and significant donors.



  • Provides full spectrum administrative support to the CEO including managing telephone inquiries, screening requests from internal and external parties, and managing the CEO’s schedule
  • Takes the lead role in the planning and execution of CEO commitments, including communications, meetings, presentations, submissions, travel and events
  • Reviews and ensures completeness and accuracy of documents flowing to and from the CEO office, including managing the storage and security of confidential files
  • Support accountability by coordinating actions following Board and Executive Leadership Team (ELT)
  • Provide strong leadership and mentorship to the broader executive administration team, identifying opportunities to drive efficiencies and continuously improve administration processes and procedures
  • Prepare correspondence such as letters, memos, minutes and other materials as required
  • Prepare files for legal counsel
  • Provide appropriate hospitality, including arranging catering, when needed, for those attending meetings and appointments with the CEO or his direct reports
  • Occasionally participate in out-of-office meetings with senior executive staff, such as executive planning meetings and conferences
  • Support the BOD in their administration requirements.



  • Minimum 10 years’ related experience in a Senior Administrative role. Candidates with an Office Management or Business Administration degree from a recognized post-secondary institution are preferred
  • 3 - 5 years’ experience working in an Executive Assistant capacity
  • Experience in dealing with corporate/non-profit legal issues, especially files with legal counsel, would be considered an asset.
  • Advanced knowledge of Microsoft suite of products (specifically Word, Power Point and Outlook, and intermediate knowledge of Excel)
  • Exercises a high degree of diplomacy and good judgment
  • Maintains strict confidentiality
  • Communicates openly, honestly, and clearly
  • Excellent written communication skills
  • Is enthusiastic about what they do; displays drive and energy
  • Highly self-motivated and demonstrates initiative consistently
  • Excellent time management and organizational skill set
  • Follows up to ensure other people’s contributions are on schedule
  • Anticipates problems and ensures contingency plans are available and actioned if needed;
  • Ability to meet deadlines
  • Highly detail-oriented with the ability to multi-task and manages time (both their own and the CEO’s) effectively
  • Builds and manages networks and relationships with internal and external customers
  • Builds respect internally and externally
  • Represents The Mustard Seed professionally.



  • This is a permanent full time position
  • Full-time, 40 hours per week. Flexibility as some evening and weekend work will be required.
  • Work in an office environment
  • Fast paced environment and requires moderate mental effort.
  • Employment Security Check is required.
  • As The Mustard Seed is a Christian ministry, we require our employees to be in agreement and to sign our statement of faith.
  • Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer


This position will remain open until a suitable candidate is found.


Apply online using our Position Application Form on our Careers page. (https://themustardseedhr.wufoo.eu/forms/position-application-form/)


The Mustard Seed offers a competitive compensation package including 100% employer paid extended health and dental benefits for staff and dependents, matching RRSP after one year of service, and flex days. The Mustard Seed embraces the concept of employment equity, which includes fair representation, anti-discrimination and reasonable accommodation.


Privacy Policy: The Mustard Seed follows the principles of privacy therefore the privacy policy will be adhered to. We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted.  The Mustard Seed reserves the right to amend job advertisements. No phone calls please.

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Apply online using our Position Application Form on our Careers page. (https://themustardseedhr.wufoo.eu/forms/position-application-form/)
Contact Details:
www:   www.theseed.ca

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Please Note: WorkInNonProfits.ca is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

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