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Executive Assistant to the CEO

Immigrant Services Calgary, Calgary, Alberta, Canada Req #120
Thursday, September 26, 2019

Reporting directly to the CEO, the full-time Executive Assistant provides executive, administrative, and development support to the CEO and Board of Directors, as well as the Senior Management Team (SMT). The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant serves as a primary liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.  


Duties:
 

Executive Support
 

• Work with CEO and other senior staff on projects, promotions, and other service delivery services
• Prepare information for funders’ reports
• Manage an active calendar of appointments
• Compose and prepare correspondence
• Arrange travel plans, itineraries and agendas
• Compile documents for meetings
• Coordinate VIP visits and meetings
• Complete expense reimbursements and credit card statements reconciliations

Communications

• Communicate with staff on CEO’s behalf and coordinates logistics with high-level meetings both internally and externally
• Communicate directly and on behalf of the CEO with Board members, funders, donors, and other stakeholders as directed
• Review and edit all external communications including proposals and reports
• Prepare all written internal and external correspondence on behalf of the CEO
• Produce accurate and high-quality meeting minutes

Fund Development

• Identify proposal opportunities, disseminate them to the appropriate department and follow through
• Assist in the development and submission of project funding proposals and reports as requested by the CEO
• Prepare information for primary funders’ reports
• Work cooperatively with other senior staff on projects, promotion, and other service delivery opportunities


Board of Directors

• Ensure proper documentation and materials are provided to the Board
• Complete background research for Board meetings, the Board Retreat, and Board committees


Community Relations

• Prepare agency materials and act as an agency representative as requested by the CEO
• Update Immigrant Services Calgary presentations
• Assist and provide support and direction for agency fundraising events
• Attend community meetings and consultations as requested by CEO
• Offer presentations on behalf of Immigrant Services Calgary as directed by the CEO


Other duties as may be assigned by the CEO


Qualifications:

• Post-secondary degree in Human Services, Business Administration, Public Relations, or Not for Profit Volunteer Management
• Previous experience working with development and fundraising programs to increase donor contributions and funding sources
• Project Management knowledge will be considered an asset
• Proficiency in Windows, including MS Word, EXCEL and PowerPoint; fund-raising data management systems knowledge helpful.)
• Ability to conduct research and present data in a succinct and well-written manner
• Must be flexible, efficient, detail oriented, and possess excellent time management skills
• Excellent writing, editing, grammatical, organizational, and research skills
• Ability to work with a broad range of people including major donors, Board members, foundation staff, colleagues of CEO and staff, and others.
• Exceptional organizational and interpersonal skills
• Task oriented, problem solver and team player
• Cross-cultural sensitivity

Other details

  • Pay Type Salary
  • Immigrant Services Calgary, Calgary, Alberta, Canada