Executive Assistant Resource Development

Permanent, Full-time

At United Way of Calgary and Area, we believe that united, we make the biggest difference. We’re strongest when we come together to improve local lives and communities—and when we come together as a team, we passionately propel our mission forward. We’re currently looking for an Executive Assistant Resource Development to join our Resource Development team.

Reporting to the VP, Philanthropy & Operations, the Executive Assistant Resource Development will support the efficient and effective operations of the executive leaders through accurate, timely, and efficient execution of administrative functions.

If you are passionate about your community, aspire to make an impact, thrive in a fast-paced environment, and want to make a difference, then we’re looking for you!

What you will do

• Prioritize and coordinate the executive’s calendar, setting priorities and scheduling meetings for efficiency, avoiding meeting conflicts.
• Conserve the executive’s time by reading, filing, actioning and/or routing correspondence as directed.
• Liaise with internal and external partners stakeholders on behalf of executive in a professional and confidential manner via all methods of communications (e.g., email, phone, correspondence, inquiries).
• Coordinate meeting logistics for executive as required, including meeting room booking, set up and clean up; catering, hybrid meeting set up; preparing meeting materials, greeting guests upon arrival, taking meeting minutes, and completing follow-up actions.
• Coordinate all aspects of Revenue Generation Committee, a Board subcommittee meeting. Prepare agendas, develop, and distribute committee packages, coordinate meeting logistics including catering, attend and take meeting minutes, and complete and follow-up items. Proof-read and provide editorial suggestions to enhance format, grammar, and content ensuring all documentation going to the Board is submitted with proper grammar, on time, and in proper format.
• Assist teams within the department with the planning and execution of their initiatives as required.
• Coordinate and take part in cross department team meetings to foster greater communication and teamwork.
• Coordinate travel logistics as required arranging for transportation, accommodation, and agenda packages.
• Produce a variety of accurate and well-designed materials including confidential correspondence, memos, meeting agendas, presentations, and reports.
• Coordinate and update executive leadership vacation schedule.
• Manage special projects and/or participate in various corporate initiatives as required.
• Plan and coordinate events, social activities, and celebrations for the division.
• Complete expense and VISA submissions as required for VP and department directors.
• Assist VP in tracking and managing operational budget for department.
• Actively collaborate and foster camaraderie among other Executive Assistants by freely sharing information, ideas and assisting with coverage when required.
• Assist with office coordinator duties.
• Assist VP in the management, tracking and correspondence with their portfolio of donors; assisting in booking meetings, tracking donations and entering key information into Salesforce.

What you will bringExperience:

• Minimum 5 – 7 years of progressive work experience in an administrative role at the executive level. Prior experience supporting finance, legal or operations executive is preferred.
• Highly experienced in MS Office products including Word, Excel, Outlook, PowerPoint, and Teams, as well as SharePoint 365 and Adobe. Ability to translate text into visually compelling presentations.
• Experience with Salesforce is an asset.
• Experience in setting up/managing hybrid meetings, using Teams or Zoom.
• Digitally savvy and able to quickly adapt to new technology, easily acquiring new technical skills.
• Project coordination skills considered an asset.

Attributes:

• A meticulous eye for detail and strong analytical skills.
• Independent self-starter with excellent time management skills.
• Demonstrates superior judgement and problem-solving skills
• Strong verbal and written English communication skills
• Ability to maintain discretion and confidentiality at all times
• Works efficiently under tight deadlines and in high pressure situations
• Excellent listening and communication skills with an exceptional aptitude for writing
• Demonstrates flexibility in the face of change
• Excellent customer service skills, handling requests and inquiries in a professional, diplomatic and service-driven manner
• High level of professionalism with the ability to maintain composure in difficult situations.

Work Environment

Our team values the flexibility that hybrid work offers, while also recognizing the importance of in-person collaboration. Our office is located in Calgary and employees are expected to work in the office on Tuesday, Wednesday and Thursday. Our hybrid approach strengthens our culture of collaboration, innovation and learning while being flexible where possible.

United, we make the biggest difference

United Way is a not-for-profit organization that has played a vital role in our community for 85 years. As a social impact organization, our mission is clear: we mobilize communities for the common purpose of working together to create lasting social change. In addition to meaningful work where you can have an impact, United Way also offers a comprehensive compensation and benefits package, a hybrid work environment, and flexible working hours.

Our Commitment to an Inclusive Culture

We are committed to creating an inclusive culture where everyone feels valued and respected, and that reflects the diverse community we serve. We welcome applications from all qualified candidates and encourage candidates with diverse backgrounds, experiences, styles, and abilities to apply. If you require accommodation at any stage of the hiring process, please let us know.

To Apply

Send cover letter, resume and salary expectations by 4:00 pm November 20, to hr@calgaryunitedway.org

Subject Line: Executive Assistant Resource Development – Your Name.

To learn more about the United Way of Calgary and the Area, please visit our website at www.calgaryunitedway.org.

We thank all applicants for their interest and effort in applying for this position, however, only those being considered will be contacted.