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Job Number:  41057
Executive Assistant
Job Posted: Friday, 12 January 2018
Closing Date: Monday, 12 February 2018
(66 days ago)
Schizophrenia Society of Alberta, Red Deer
Region: Central Alberta Type: Full time
Location: Red Deer Salary: 48,000 - 50,000

Executive Assistant

The Schizophrenia Society of Alberta (SSA) is a not-for-profit organization that provides education and support programs for Albertans affected by schizophrenia. The Society also works to increase public awareness and understanding of schizophrenia while reducing stigma and discrimination about this illness. SSA offers programs and services based at our six branches: Lethbridge, Medicine Hat, Calgary, Red Deer, Camrose, and Edmonton. We also own and operate three homes that provide housing for people living with serious mental illness and at risk of homelessness.

The Schizophrenia Society of Alberta has an exciting career opportunity for a full-time Executive Assistant. Reporting to the Provincial Executive Director (ED), the Executive Assistant (EA) provides administrative and professional support. Duties include support of the Board of Directors and assigned Committees, management of governance files and records, as well as proactive support of the office and daily routine of the ED. The EA works in partnership with the senior leadership team and other staff to ensure all initiatives and commitments are met. The EA plays a significant and diplomatic role in support of the ED's office as well as maintaining excellent relationships with internal and external stakeholders.

Major Duties & Responsibilities:


Administrative Support to the Executive Director

  • Anticipate and provide administrative support to the ED. Assist in the management of the ED’s workload, follow up on meetings, information requests and related issues to support the ED in handling priorities and meeting deadlines.
  • Proactively coordinate, administer and maintain ED’s daily/weekly/monthly schedules, calendar of appointments, mail/phone messages, meetings, events/functions and travel arrangements.
  • Schedule, draft agendas and assemble materials for internal and external meetings as requested by the ED.
  • Attend meetings as required and record decisions/recommendations, prepare written minutes, and follow up on action items resulting from the meetings.
  • Compose office correspondence including letters, reports, and related documentation on behalf of the ED and/or the organization. This includes preparing, proof reading and editing.
  • Ensure sensitive and confidential information is managed appropriately.


Board of Directors and Committee Administration

  • Act as primary contact for the Board of Directors and committee members, coordinating meetings of the Board and its committees. This includes the Board, Audit Finance Committee, Governance and Nominating Committees and ad hoc working groups.
  • Oversee the compilation and distribution of board and committee materials, including preparing meeting agendas, and compiling/circulating information packages to attendees in advance of meetings.
  • Attend and participate in Board meetings, compose and distribute meeting minutes, and follow-up with any designated action items.
  • Coordinate and manage corporate records including founding documents, lists of Directors, Board and committee meeting minutes, financial reports, and other official records.
  • Manage Board and Committee annual work plans, supporting development and monitoring of relevant governance policies and bylaws


ED External Appointments and Initiatives

The Executive Director has standing and periodic appointments to National, Provincial, and Regional bodies. EA support in those relationships may include:

  • Coordination of in person and/or online meetings (including agenda, material dissemination and minutes), liaising with committees
  • Preparing briefs, letters and informational notices
  • Maintaining files, correspondence, and documentation related to committees and activities, decisions, and initiatives


Education and Experience:

  • Minimum 7 years related experience in an administrative role supporting senior management positions, preferably at the CEO level.
  • A degree, diploma or certificate(s) from recognized post-secondary institutions in Business Administration, Management, Administrative Support, or other related fields of study is an asset.
  • Equivalent combinations of experience and education will be considered.
  • Experience as secretary or administrative support to Boards and Committees is strongly preferred.
  • Previous work in non-profit organizations and/or the human services sector is an asset.

Qualifications and Skills:

  • Strong organizational, administration and planning skills.
  • Excellent interpersonal skills with the ability to deal sensitively and appropriately with a variety of people, both in person and over the phone.
  • Exceptional verbal and written communication skills, able to synthesize complex information in concise relevant minutes and correspondence. Strong attention to detail and accuracy.
  • Demonstrated self-starter, able to work with little supervision.
  • Proactive problem solver, with good judgement and ability to make sound decisions in a timely manner.
  • Able to prioritize and work on multiple tasks and projects at once in a fast-paced work environment with many interruptions.
  • Proficiency with a variety of software programs, most importantly Microsoft Office (Word, Excel, Outlook and Databases).
  • Demonstrated respect for, and understanding of, protocol that exists between and within organizations and governments, acting professionally and with discretion
  • Understanding and demonstrating support of SSA’s mission, values and objectives.

Successful candidates must present a current, valid Police Information Check and Vulnerable Sector Check prior to commencement of employment.


Full Time: 37.5 hours

Salary: $48, 000 - $50,000


  • Some evenings and weekends are required.
  • Travel required when necessary. 


The Schizophrenia Society of Alberta offers competitive compensation and a comprehensive benefits package.


Only those applicants considered for an interview will be contacted. Please no phone calls.

For more information on the Society, please visit www.schizophrenia.ab.ca

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
If your skills and experience match the requirements of this position, please submit your cover letter and resume to Rubyann Rice, Provincial Executive Director
Contact Details:
Only those applicants considered for an interview will be contacted. Please no phone calls.
www:   www.schizophrenia.ab.ca

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