Executive Assistant, Marketing & Communication

Permanent, Full-time

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 (EA) to join our Marketing & Communications team.

Reporting to the VP, Marketing and Communications (MarCom), the EA will support the efficient and effective operations of the executive leader through accurate, timely, and efficient execution of administrative functions. They will also be a key support to the MarCom team and will be a dynamic team player ready for a challenge, taking charge of coordination and prioritization of key tasks.

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

Executive Support

• Provide executive and administrative support to the VP, MarCom.
• Manage the VP’s calendar by efficiently scheduling priority tasks and meetings, while avoiding conflicts.
• Coordinate and update VP vacation schedule.
• Liaise with internal and external stakeholders on behalf of VP in a professional and confidential manner via all methods of communications (e.g., email, phone, correspondence, inquiries).
• Coordinate meeting logistics for VP as required, including meeting room booking, set up and clean up; catering, hybrid meeting set up; preparing meeting materials, greeting guests upon arrival, taking meeting minutes, and completing follow-up actions.
• Organize VP’s daily schedule.
• Print packages and materials as needed.
• Update meetings and/or communicate changes as needed.
• Wrike Scheduling - Prioritize and schedule internal requests received for VP reviews, approvals and tasks through project management software.
• Manage VP’s inbox by flagging important incoming emails and organizing emails with labels and sorting into sub folders; conserve the VP’s time by reading, filing, actioning and/or routing correspondence as directed.
• Coordinate VP travel logistics as required arranging for transportation, accommodation, agenda packages.
• Produce a variety of accurate and well-designed materials including confidential correspondence, memos, meeting agendas, presentations, and reports.
• Maintain a high level of confidentiality while handling sensitive information and assisting VP with personnel and department structuring matters.
• Complete monthly expense reports for VP Visa.

Team Support

• Co-ordinate, manage and record minutes for VP led, and MarCom team meetings and related logistics.
• Support MarCom Directors with scheduling large meeting/workshop or cross-functional meetings.
• Onboard new MarCom team members including preparing new staff forms, IT service requests, first month schedule and conduct general training.
• Maintain digital MarCom personnel files.
• Ad hoc tasks as approved by VP.
• Act as back up support to the Operations Manager for bi-weekly invoicing and annual budget requirements for vacation coverage as needed. Support Production meetings to record minutes, actions and decisions.
• Plan and coordinate events, social activities, professional development activities, celebrations and birthdays for the department.
• Manage special projects and/or participate in various ad hoc initiatives as required.

Cross Functional Team Support

• Work with other departments and teams to align schedules with other departments executives/executive assistants to book for meetings and review times for MarCom deliverables.
• Actively collaborate and foster camaraderie among other Executive Assistants by freely sharing information, ideas and assisting with coverage when required.
• Assist office assistant with coordinating MarCom office move logistics as needed.
• Maintain department stationery requirements; order through office assistant as needed.

What you will bring

Experience:

• Minimum 5 – 7 years of progressive work experience in an administrative role at the executive level. Prior experience supporting a marketing, communications or operations executive is preferred.
• Highly experienced in MS Office products including Word, Excel, Outlook, PowerPoint, and Teams, as well as SharePoint 365 and Adobe. Project Management software experience considered an asset.
• Digitally savvy and able to quickly adapt to new technology, easily acquiring new technical skills.
• Project coordination skills considered an asset.

Attributes:

• A meticulous eye for detail, strong analytical skills and ability to multi-task.
• Exceptional interpersonal skills dealing with diverse groups with a diplomatic and friendly demeanor.
• Independent self-starter with excellent time management skills.
• Integrity in business and social situations.
• Work efficiently under tight deadlines and in high pressure situations.
• Proficient knowledge and skill in Word, Excel, Outlook, PowerPoint and other emerging business software.
• Ensure equipment/software familiarity for a/v presentations, webinars, conference meetings to ensure no controllable issues arise.
• Excellent written and oral communication skills.

Work Environment

Our team values the flexibility that hybrid work offers, while also recognizing the importance of in-person collaboration. Our office is located in Calgary, and employees are expected to work in the office 2-3 days per week or as required. This balance allows us to foster a strong sense of community, facilitate teambuilding, and ensure that we continue to deliver exceptional results together, while also offering the flexibility to work remotely on other days.

United, we make the biggest difference

United Way is a not-for-profit organization that has played a vital role in our community for 85 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.

To Apply

Send cover letter with salary expectations and resume (PDF) by 4:00 pm on March 7, 2025 to hr@calgaryunitedway.org

Subject Line: Executive Assistant, MarCom – 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.