Executive Assistant

Stepping Stones Crisis Society is a not-for-profit organization deeply rooted in the heart of Cold Lake that is dedicated to supporting individuals and families affected by domestic violence and crisis situations.

Stepping Stones is seeking a dynamic Executive Assistant to join their team.

The Executive Assistant reports directly to the Chief Executive Officer and plays a critical role in supporting their work. This role requires a highly skilled, proactive, and adaptable individual with exceptional judgment, discretion, and professionalism. The incumbent is expected to demonstrate strong situational awareness, attention to detail, and the ability to balance competing demands with diplomacy and efficiency. Regular collaboration with the Senior Leadership Team and key external stakeholders is required, along with high standards of confidentiality and execution.

Role Overview:

• Full Time, Monday to Friday 40 hours / week
• Based out of the Administrative Office in Cold Lake, AB
• Benefits after 3 months
• Competitive compensation

Key Responsibilities:

• Act as the right hand to the CEO, anticipating needs, safeguarding time, and streamlining communications across the organization.
• Manage the CEO’s calendar with precision, blocking strategic time, coordinating meetings, and ensuring a smooth flow of priorities.
• Organize a daily schedule in advance and ensure the CEO’s top priorities for the following day are clear, organized, and aligned with short- and long-term goals.
• Reviews, reconciles and executes administrative processes and procedures (e.g., credit card reconciliation, petty cash, office supplies, purchase requisitions, timekeeping, etc.), in accordance with policies, guidelines and procedures.
• Prepare meeting materials, gather data, and ensure the CEO is briefed for success in all engagements.
• Attend meetings with or on behalf of the CEO as required; take professional digital notes, track follow-ups, and ensure nothing falls through the cracks.
• Monitor, triage, and respond to emails, messages, and urgent incoming communications to the CEO’s office by prioritizing, redirecting or responding to guarantee a smooth communication flow, with timely responses and accurate relay of information.
• Proactively implement time and task management systems to maximize the CEO’s productivity and alignment with organizational priorities.
• Prepares documents, reports, presentations, diagrams, and other materials as necessary for the CEO in an accurate, professionally formatted, high quality and timely manner, in alignment with organizational branding guidelines.
• Serve as a first point of contact for stakeholders, ensuring smooth communication and coordination.
• Coordinate complex travel arrangements and manage all logistical elements with adaptability.
• Provide on-site support to the Office Manager, including reception coverage or management, maintenance coordination, supply coordination, filling and office upkeep as needed.
• Assist in planning and execution of executive projects and strategic planning.
• Prepare and support for the Board of Directors meetings.

Qualifications:

• Degree or diploma in Office Administration, Business Administration, or a related field is preferred. Equivalent combination of education and relevant experience will be considered.
• Minimum 3-5 years of experience in an executive support role, preferably supporting an executive leader.
• Demonstrated experience managing calendars, prioritizing tasks, and supporting high-level operations.
• Exceptional organizational and time management skills, with proven ability to balance competing priorities and meet deadlines.
• Strong written and verbal communication skills, with experience drafting professional correspondence and managing internal communications.
• High level of discretion, professionalism, and ability to manage confidential information.
• Proficiency with Microsoft Office Suite, Microsoft Teams, and digital file systems.
• Experience coordinating travel, events, and stakeholder engagement logistics.
• Ability to work both independently and collaboratively in a fast-paced, evolving environment.

Recruitment Supported by Lakeland HR Solutions.