Executive Assistant & Office Coordinator

At the Alberta Cancer Foundation, we exist to create more hope and more moments for Albertans facing cancer, no matter where they live or the type of cancer they’re facing. But we can’t do it alone. It is the collective actions of our team – alongside our volunteers, partners and donors –that are pivotal to ensuring every Albertan facing cancer has the support they need and the treatment they deserve, now and into the future.

Bring your expertise and consider joining our dedicated team to make a difference for Albertans facing cancer with the following opportunity:

  

Reporting to the Vice President, Communications & Community Engagement, the Executive Assistant & Office Coordinator is expected to have a wide range of administrative knowledge and practical expertise required for comprehensive executive support including offering solutions to issues on behalf of the Executives. Specifically, this role will provide continuity between the Executive team, representing the Foundation with the utmost integrity and professionalism. While focusing on the support of our VP, Communications and Community Partnerships, this position upholds the efficient and effective execution of day-to-day activities at the Sunlife Offices; serving as first point of contact for the Foundation and acting as an information resource, responsible for triaging requests as required. This role is key to our organization’s success and will need to roll up their sleeves in our fast-paced, environment to keep us on track. This role will be the in-office representative for the Executive Leadership Team in Edmonton. 

**Key Tasks & Responsibilities

Executive Support**

• Provides a bridge for smooth communication between the Executive(s) office and internal departments; demonstrates leadership to maintain credibility, trust and support with senior management & all Foundation staff.

• Prepare, edit, and send internal and external correspondence, reports and presentations on behalf of the Executive(s) upon request.

• Act as a reputation and relationship builder within the organization and champion amongst external partners, donors, patients and volunteers.

• Apply an exceptional organizational skillset to ensure all levels of tasks – big and small – are completed with expediency accuracy and attention to detail.

• Proactive inbox and calendar management for the VP, Communications and Community Partnerships and the Chief Financial Officer.

• Responsible for providing general ad hoc administrative or project related support to the respective business unit(s).

• Provide end-to-end meeting support, including:

• • Booking space, accommodation, catering, A/V requirements, etc.
    • Preparing agendas, presentations and meeting packages for circulation
    • Participating in meetings to capture minutes, decisions and actions and ensure follow-up

• Establish rapport with identified stakeholders in the community to build professional relationships on behalf of the Foundation and to coordinate meeting schedules and communications.

• On occasion interacts with a wide variety of prospective Alberta Cancer Foundation (Foundation) stakeholders: prospective & current donors, grateful patients, family members, AHS staff & volunteers, event organizers & participants, and the community at large.

• Book and coordinate all travel needed for the Executive Team

• Process expense reimbursements, reconciliations, invoices and track payments, this may include performing this function for the respective business unit(s).

• Responsible for preparing, proofing, and editing documentation in addition to facilitating Executive sign-off when required.

• Support the Executives with ad-hoc project-related work that supports the operational and business planning of the organization.

• Serve as back-up support for fellow Executive Assistants during absences, vacations, high volumes times, etc.

Office Coordination

• Support full scope administration that may include meeting coordination, office management, ad hoc projects, and general administration that keep the Foundation’s office running smoothly.
• Work closely with the Foundation Operations Support team to build and maintain process, systems and tools that maximize productivity and office efficiency for staff.
• Acts as the first point of contact by receiving guests, vendors and assisting donors who may drop off donations at the Sun Life Place office.
• Manage all courier services for the Edmonton office and supports in coordination of all Calgary couriers.
• Manages all office supplies inventory/needs for the Edmonton office and supports Calgary office when needed.
• Supports the facilitation, trouble shooting and resolution of office equipment and technology needs, largely through third party delivery.

Benefits of joining the ACF Team: 

You will be joining a cause-driven, passionate team, where everyone is welcome and valued.  Our fast-paced, high-performance environment encourages innovation and growth, while we celebrate success along the way. In addition, as a Permanent, Full-Time Employee, your total rewards include:

• A competitive annual salary

• A rich Flexible Benefit Plan, including Health and Dental Benefits, Health Spending Account, Personal Spending Account, Savings Account (TFSA or Group RRSP), Optional Critical Illness, Core Life and AD&D coverage

• Employer paid LTD Insurance premiums

• Paid Sick Time, Vacation and Personal Leave

• Employer matched participation in our defined benefit Local Authorities Pension Plan (LAPP)

• Flexible work environment

At the Alberta Cancer Foundation we strive to create a safe, fair and inclusive culture, where our employees reflect the diverse communities, we serve. As such, we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.