The posting
Lotus Group is proud to partner with our Edmonton based client seeking an accomplished, highly organized and relationship-focused Executive Assistant & Board Liaison Officer to provide trusted support to the CEO and Board of Directors.
This is a pivotal role at the center of the organization, working closely with senior leadership, Board members, donors, community partners and internal teams. More than traditional executive support, this individual will be a trusted partner to the CEO, anticipating needs, managing competing priorities, supporting important relationships and ensuring the executive office operates with a high degree of professionalism, discretion and efficiency.
The successful candidate will also play an integral role in Board governance, coordinating Board and committee activities and ensuring information, meetings, documentation and follow-through are managed seamlessly.
This opportunity is well suited to an experienced Executive Assistant who thrives in a fast-paced, mission driven environment and takes pride in being exceptionally organized, proactive and one step ahead. Experience within a registered charity, healthcare foundation, nonprofit or similarly complex stakeholder-driven organization is considered an asset
Role Responsibilities
- Provide high-level, proactive support to the CEO, managing a complex calendar, meetings, correspondence, appointments and competing priorities.
- Anticipate the CEO's needs and ensure priorities, commitments and follow-up actions remain on track.
- Coordinate travel, meeting logistics and executive schedules.
- Prepare briefing materials, presentations, reports, speaking notes, correspondence and other executive communications in collaboration with internal teams.
- Support the CEO in maintaining strong relationships with donors, Board members, community partners and key stakeholders.
- Maintain contact reports and track important follow-ups, commitments and donor deliverables.
- Support the CEO's professional social media presence in collaboration with Communications.
Board Governance & Liaison
- Act as the primary liaison between the Board of Directors, Board committees, CEO, leadership and staff.
- Coordinate Board and committee calendars, meetings, agendas, Board packages, briefing materials and supporting documentation.
- Attend Board and committee meetings, prepare accurate minutes and ensure actions and commitments are followed through.
- Maintain Board work plans, governance records and confidential documentation.
- Support compliance with the organization's governance requirements, policies and Imagine Canada Standards.
- Develop trusted, professional relationships with Board and committee members.
Administration & Financial Coordination
- Ensure the Office of the CEO operates efficiently, professionally and with exceptional attention to detail.
- Manage confidential records, correspondence, inquiries and stakeholder communications.
- Track and reconcile executive and Board expenses, credit card statements and related documentation.
- Support annual budget planning and tracking of Board and Executive expenses.
- Maintain organized governance, executive and administrative records and systems.
Events, Projects & Special Initiatives
- Support and represent the organization at donor functions, events, community activities and other special events.
- Coordinate projects and strategic initiatives involving the CEO, Board and key stakeholders.
- Track timelines, commitments and deliverables to ensure consistent follow-through.
- Help create an exceptional experience for donors, Board members, volunteers, community partners and other external stakeholders.
- Attend occasional evening or weekend events as required.
Role Requirements
- Minimum 5 years of progressive executive-level support experience, ideally supporting a CEO, senior executive or leadership team.
- Demonstrated experience supporting a Board of Directors,
- Board committees or governance environment.
- Post-secondary education in Business Administration, Communications, Office Administration or a related discipline, or an equivalent combination of education and experience.
- Exceptional organizational skills with demonstrated ability to manage complex calendars, competing priorities and changing demands.
- Strong judgment and discretion, with experience handling highly confidential and sensitive information.
- Exceptional written and verbal communication skills and the ability to prepare polished executive-level materials.
- Strong relationship-building skills and confidence interacting with senior executives, Board members, donors, volunteers and community stakeholders.
- Highly proactive with the ability to anticipate needs, identify potential issues and follow through without requiring significant direction.
- Strong attention to detail and commitment to accuracy.
- Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint and Teams.
- Comfortable working independently while contributing to a highly collaborative team.
- Flexibility to participate in occasional evening and weekend events.
- Experience within a charitable, nonprofit, healthcare or hospital foundation environment is considered an asset.
- Knowledge of nonprofit governance and Imagine Canada Standards.
- Experience working with donors, fundraising initiatives or executive stakeholder relationships.
- Experience coordinating Board governance processes and committees.
Compensation
A comprehensive compensation plan will accompany the successful candidate including a comprehensive benefit plan. Starting salary range is based on experience and qualifications.
We would like to thank all interested applicants. Please note that only those applicants who meet the qualifications and requirements will be contacted.
Lotus Group provides Elevated Search, Recruitment and Human Resource services across Canada. With established client and talent networks spanning coast to coast, we know that employees are the power that fuel excellent organizations. Lotus group is dedicated to being Canada's most trusted provider of Elevated People Solutions.
For more information, visit www.lotus-group.ca.
