Executive Assistant & Governance Coordinator (Contract – 12 month)

Forge Performance Group is a Recruitment & Talent Management solutions team located in Calgary, AB. We are dedicated to connecting our clients with highly skilled professionals well-matched to their unique hiring needs, culture, and goals. This opportunity is posted on behalf of one of our clients.

The Alberta Law Foundation (the Foundation) is an independent, non-profit, grant-making foundation that is the largest non-government funder of access to justice in Alberta. The Foundation’s purpose is to advance access and equity in systems of law and justice for all in Alberta and its ambition is to lead the evolution of access to justice in Alberta to enable a people-centered approach.

The Foundation seeks an Executive Assistant & Governance Coordinator (“EA”) to join its dynamic and forward-thinking team for a 12-month leave coverage.

This position impacts the pursuit of the Foundation’s purpose and ambition by working closely with and optimizing the effectiveness and productivity of the Executive Director. The EA provides unparalleled support in the coordination and management of all aspects of the Executive Director’s office, which includes supporting the Foundation’s Board of Directors and sub-committees and the Foundation’s Leadership Team. The EA is adept with technology and is always one step ahead by anticipating and pre-emptively acting on the Executive Director’s needs.

Key Duties and Responsibilities:

1. Executive Support and Administration
   • Assist the Executive Director with daily administrative duties and tasks that include managing and coordinating an active calendar of meetings and appointments.
   • Ensure the Executive Director is informed of and responds in a timely manner to emails and other communications.
   • Support the Leadership Team with the coordination and scheduling of strategic activities, attending meetings, recording minutes and following up on assigned action items.
   • Book travel, conferences and events.
   • Provide support in fulfilling internal and external commitments made by the Executive Director.
   • Organize and coordinate executive outreach and external relations efforts, and support event planning/communications.
   • Assist with Executive Director communications, including drafting letters, emails, memos, PowerPoint presentations and other materials to internal and external stakeholders, and proofread materials to ensure accuracy and brand conformity.
   • Support the Executive Director with expense reconciliation and reimbursements.
   • Maintain digital filing and record keeping for the Executive Director’s office.
2. Board Administration and Governance Support
   • Act as coordinator for meetings of the Board of Directors and the various Board sub-committees and provide high-level administrative and governance support, including:
     • Drafting meeting agendas, communicating timelines, preparing and gathering all draft and final documents.
     • Coordinating and maintaining calendar invites to attendees.
     • Compiling and uploading all meeting materials into the digital Board platform.
     • Attending meetings and recording minutes.
     • Documenting and following up on all assigned action items.
   • Coordinate and arrange logistics for all Board meetings, including travel, hotel and accommodations, meeting venues, meals and snacks.
   • Work closely with members of the Leadership Team to prepare for matters related to the Board of Directors.
   • Maintain digital filing and record keeping for the Board of Directors in the digital Board platform.
   • Assist with the on-boarding of new Board of Directors members, including orienting them to the digital Board platform and maintaining an on-boarding package.
   • Update all schedules, records and Board policies, as required.
   • Advise on best or leading practices relating to board governance.
3. Other Related Duties
   • Lead or participate in special projects, at the direction of the Executive Director.
   • Assist Executive Director and Foundation staff, as required.
   • Perform duties in a manner that is consistent with and committed to upholding the brand of the Foundation and the Executive Director.

Education, Training and Experience:

• Relevant post-secondary education and a minimum of 5-10 years of experience working as an executive assistant or a similar role.
• Demonstrated experience in working with a governance Board and supporting Board administrative and governance-related functions and processes.
• Experience in the non-profit and/or legal sector is an asset.

Skills and Attributes:

• Embodies the Foundation’s values and aligned with its purpose and ambition.
• High level of personal integrity and professionalism.
• Proven organization and time management skills with the ability to prioritize workflows and schedules, respond to varied and often tight deadlines and effectively balance competing stakeholders and agendas.
• Excellent interpersonal skills with the ability to deal with colleagues, Board members, partners, and stakeholders at all levels.
• Impeccable attention to detail and accuracy.
• Results-oriented with a sense of urgency.
• Ability to thrive in a fast-paced, creative environment while maintaining a positive attitude.
• Demonstrated ability to maintain confidentiality and exercise tact and discretion in dealing with sensitive and confidential matters.
• Proven ability to organize and manage Committee and Board meetings and materials; ability to capture salient points of discussion for purpose of meeting minutes.
• Proven critical thinking skills combined with strong common sense and self-awareness.
• Proactive, innovative, creative, a strong sense of responsibility and a problem-solver.
• Adaptable and flexible; eager to learn and share opinions.
• Committed team player, able to work cooperatively with the entire team, both in-person and remotely, but also comfortable working independently.
• Flexible and autonomous working style, with the ability to work occasional evenings and weekends, as required.
• Strong and reliable technical skills with core programs, including Microsoft Word, Excel, Outlook, PowerPoint, and Microsoft Teams and adept at learning and mastering new platforms (e.g., BambooHR and Boardable).
• A strong sense of humour.

The Foundation values diversity of all kinds including ethnicity, gender, experience, background and skill. We seek a team that reflects the diversity of our province and the communities we serve.