Executive Assistant & Office Coordinator

Résumé du poste

The Executive Assistant & Office Coordinator provides comprehensive executive support to senior leadership while managing day-to-day office operations. This role acts as a key point of contact for stakeholders and ensures efficient communication and administrative workflows across the organization.

Détails du poste

Make a Meaningful Impact in the Lives of Albertans At the Alberta Cancer Foundation, we exist to create more hope and more moments for Albertans facing cancer, no matter where they live or the type of cancer they’re facing. But we can’t do it alone. It is the collective actions of our team –alongside our volunteers, partners and donors –that are pivotal to ensuring every Albertan facing cancer has the support they need and the treatment they deserve, now and into the future. Opportunity Reporting to the Vice President, Communications & Community Partnerships and supporting the Vice President, Impact & Accountability, the Executive Assistant & Office Coordinator is a trusted partner who helps drive the efficient and effective operation of the Foundation. Leveraging a broad range of administrative knowledge, practical expertise, and strong organizational skills, this role provides comprehensive executive support and proactively resolves issues to ensure priorities are executed seamlessly. Based in the Foundation's Edmonton office, the Executive Assistant & Office Coordinator serves as a key point of contact for staff, partners, donors, and visitors. This role acts as an important resource for information, coordination, and administrative support, helping to facilitate communication, triage requests, and ensure the smooth day-to-day operation of the office. As a representative of the Foundation and the Executive Leadership Team, the incumbent demonstrates the highest standards of integrity, professionalism, and discretion in all interactions. As a key contributor to organizational success, the Executive Assistant & Office Coordinator embraces a hands-on approach in a dynamic environment, coordinating office operations, supporting leadership priorities, and helping ensure the Foundation remains organized, responsive, and focused on advancing its mission. How You'll Contribute Executive Support Provides a bridge for smooth communication between the Executive(s) office and internal departments; demonstrates leadership to maintain credibility, trust and support with senior management & all Foundation staff. Prepare, edit, and send internal and external correspondence, reports and presentations on behalf of the Executive(s) upon request. Act as a reputation and relationship builder within the organization and champion amongst external partners, donors, patients and volunteers Apply an exceptional organizational and anticipatory skillset to ensure all levels of tasks – big and small – are completed with expediency Proactive inbox and calendar management for the Executive Team Provide end-to-end meeting support, including: Booking space, accommodation, catering, A/V requirements, etc. Preparing agendas, presentations and meeting packages for circulation Participating in meetings to capture minutes, decisions and actions and ensure follow-up Establish rapport with identified stakeholders in the community to build professional relationships on behalf of the Foundation and to coordinate meeting schedules and communications. Book and coordinate all travel needed for the Executive Team Process expense reimbursements, reconciliations, invoices and track payments, this may include performing this function for Direct reports to the Executive. Ensure your detailed eye has proofed and edited documentation in addition to facilitating Executive sign-off when required Support the Executives with ad-hoc project-related work that may be comprehensive in nature and broad in scope Ad-hoc administrative and/or project management support to leaders within the respective departments Serve as back-up support for fellow Executive Assistants during absences, vacations, etc. Office Coordination Support full scope administration that may include meeting coordination, office management, ad hoc projects, office tours and general administration that keep the Foundation’s office running smoothly. Responsible for effectively interacting with a wide variety of prospective Alberta Cancer Foundation (Foundation) stakeholders: prospective & current donors, grateful patients, family members, AHS staff & volunteers, event organizers & participants, and the community at large. Core accountability for the day-to-day management of the office space including, office coverage during public hours (8:30am-4pm), coordination of assigned workspaces and any office safety or emergency procedures (i.e.: fire drills). Work closely with the Foundation Operations Support team to build and maintain process, systems and tools that maximize productivity and office efficiency for staff Manage all courier services for the Edmonton office, and supports in coordination of all Calgary couriers, including tracking and coding of courier invoices. Manages all office supplies inventory/needs for the Edmonton office and supports Calgary office when needed, including tracking and coding of supply invoices. Primary liaison responsible for facilitating building maintenance and managing tenant relations. Supports the facilitation, trouble shooting and resolution of office equipment and technology needs, largely through third party delivery. What You'll Bring to the Team Education in Office Administration, Business Administration, or other relevant discipline Minimum 3-5 years of experience in a senior assistant role supporting senior management OR 3-5 years of experience as an Executive Assistant to Senior Executive staff members Well versed in Microsoft Office Suites, including Word, Excel, Outlook, PowerPoint and O365. Experience in MS Teams/SharePoint and supporting virtual/hybrid meeting platforms are an asset Previous experience overseeing office management responsibilities. Ability to build rapport and relationships with all types of individuals at all levels Takes initiative and proactive ownership of tasks, with confidence to offer solutions and gain buy-in Strong organizational and problem-solving skills; proving calm, resourceful and resilient when under pressure Exercise sound judgment in managing competing priorities and responding to emerging issues. Knowledge of Philanthropy and CRA law for charities is an asset Clear Background Check Driver’s License & access to personal vehicle (if required) Why Join the Alberta Cancer Foundation? We offer a flexible, supportive workplace where your well-being matters—along with a competitive compensation package, professional development opportunities, and the chance to work alongside a passionate, mission-driven team. This posting will remain open until September 28, 2026

Ce que vous ferez

The Executive Assistant & Office Coordinator provides comprehensive executive support to senior leadership while managing day-to-day office operations. This role acts as a key point of contact for stakeholders and ensures efficient communication and administrative workflows across the organization.

Exigences

Candidates must have 3-5 years of experience in a senior assistant or executive assistant role supporting senior management. Proficiency in Microsoft Office Suite and a background in office administration or a related business discipline are required.

Avantages

• Flexible workplace • Supportive workplace • Competitive compensation package • Professional development opportunities

Compétences indiquées

• Gestion du temps · Souhaitée
• Résolution de problèmes · Souhaitée
• Administrative Support · Souhaitée
• Communication · Souhaitée
• Gestion de projet · Souhaitée
• Microsoft Office Suite · Souhaitée
• Relationship Building · Souhaitée
• Stakeholder Management · Souhaitée

Autres compétences pertinentes

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Executive support
• Office management
• Calendar management
• Meeting coordination
• Communication
• Relationship building
• Problem-solving
• Organizational skills
• Microsoft Office Suite
• Project management
• Administrative support
• Expense reconciliation
• Proofreading
• Stakeholder management
• Time management
• Office Supply Management
• Calendar Management
• Office Equipment
• Resourcefulness
• Administrative Support
• Rapport Building
• Office Administration
• Professionalism
• Accountability
• Organizational Skills
• Resilience
• Valid Driver's License
• Microsoft Teams
• Microsoft Access
• Microsoft Excel
• Business Administration
• Management
• Emergency Procedures
• Executive Information Systems
• Leadership
• Invoicing
• Problem Solving
• Project Management
• Microsoft Outlook
• Microsoft Office
• Office Management
• Operations
• Microsoft PowerPoint
• Presentations
• Proactivity
• Process Architecture
• Microsoft SharePoint
• Triage
• Coordinating

Domaines d’emploi

• Administrative
• Management & Leadership
• Social Services
• Customer Service & Support
• Office Coordinator/Executive Assistant
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants