Executive Assistant to the President and CEO

  • Full Time
  • calgary

United Way of Calgary and Area

18 months, Fixed-term Contract

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 to the President and CEO to join our dynamic team.

Reporting to the President and CEO, the Executive Assistant will provide senior-level administrative support to the President and CEO. This role keeps the Office of the President and CEO running smoothly and efficiently by exercising good judgment in a diverse variety of situations.

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

  • Act as a representative of the President and CEO and of United Way of Calgary and Area, using excellent judgment and a polished approach in dealings with internal colleagues and external clients, routinely making decisions and following up.
  • Proactively manage the President and CEO’s schedule for all meetings and events. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Ensure all parties are aware of itineraries and that all changes are seamlessly integrated regardless of timeframes.
  • Manage the President and CEO’s inbox with strong attention to detail, ensuring all emails are responded to or actioned as needed in a timely manner.
  • Proactively manage and screen, answer or redirect appropriate requests, knowing when to bring requests forward and when to independently respond on behalf of the executive.
  • Coordinate all meetings chaired by the President and CEO, including proactive agenda development, package development, and scheduling of internal and external guests.
  • Gather, prepare, and synthesize information and briefings for meetings, including printing meeting materials as needed.
  • Ensure the proper management and approval of individual and corporate expenses.
  • Administer executive team meetings and events as needed.
  • Coordinate travel arrangements as required.
  • Stay abreast of staff milestones including new arrivals, birthdays, anniversaries, and departures, and manage appropriately on behalf of President and CEO.
  • Anticipate the President and CEO’s needs and create solutions to make things easier for the executive.
  • Act as back-up for administrative to the Board of Directors as and when required.
  • Must be able to work occasional evenings and weekends as required in support of the President and CEO.

What you will bring


  • A minimum of 5 years’ related experience providing senior executive support.
  • Excellent computer skills, specifically in Microsoft Office 365, SharePoint, and Teams.


  • Superior organizational and time management skills, with the ability to juggle different tasks and responsibilities at the same time.
  • Displays an absolute sense of discretion and confidentiality at all times.
  • Flexible, self-starter who works well with little supervision and displays strong ownership of the work.
  • Strong writing and editing skills, with an impeccable eye for detail.
  • Approachable, collaborative, and agile. Always professional and delivers exceptional customer service.

United, we make the biggest difference

United Way is a not-for-profit organization that has played a vital role in our community for over 80 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.

Our Commitment to Health and Safety

At United Way we are committed to protecting our team, our clients, and the community we serve by providing a safe and healthy workplace. We will follow all health and safety guidelines in accordance with the Occupational Health and Safety Act of Alberta and Alberta Health Services guidelines.

To Apply

Send cover letter with salary expectations, and resume (PDF) by May 22, 2024 to [email protected]

Subject Line: Executive Assistant to the President and CEO – 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.