Executive Assistant (13-month Parental Leave)

May 26, 2023
Closing Date
This posting will remain active on the website until the position is filled.
Job Description
Full Time
Calgary, AB
Posting Type
  • Employment Opportunity


Job Details

POSITION TITLE: Executive Assistant


PROGRAM: Operations – Community Mental Health & Wellness


POSITION TYPE: 13 - month term (parental leave coverage), full-time


HOURS OF WORK: 35 hours per week


POSITION SUMMARY: The Executive Assistant will provide confidential administrative support to members of the departments’ management team. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced work environment.


REPORTS TO: Director, Operations – Community Mental Health & Wellness



Leadership Support

  • Act as a critical point of contact for matters referred to the Executive Leader, problem solving matters as appropriate.
  • Time and Calendar Management for the Director and Leadership team including coordinating and scheduling all meeting requests (Agendas, prior meeting minutes, etc.).
  • Minute taking, tracking action items and deliverables.
  • Track all expenses for the Executive Leader and complete expense documentation.
  • Approve timesheets, for all Program Managers reporting to the Executive Leader.
  • Produces a variety of documents including confidential correspondence, letters, memos, meeting agendas, minutes and reports utilizing various word processing, data entry, spreadsheet, and software packages – including the creation of files, graphical images, tables, spreadsheets, and databases.
  • To promote the principles of diversity and equity in all work-related duties, wherever applicable.
  • Other duties as required.

Project Coordination

  • Acts as the point person for special events planning and coordination for internal and external events on an as needed basis.
  • Work closely with departments’ project manager to build project documentation and maintain comprehensive project documentation, plans and reports.
  • Liaise with internal teams to identify and define requirements, scope and objectives.
  • Assign tasks to internal teams and assist with schedule management.
  • Act as the point of contact and communicate project status to all participants.


  • Bachelor’s degree in business administration or relevant field required. Diploma certification and work experience may also be considered.
  • A minimum of five years’ related work experience, with demonstrated increased levels of responsibility.
  • Experience working at an executive level preferred.
  • Project management and project coordination skill sets and experience.
  • Must be able to work flexible hours when needed.
  • Strong PC skills and literacy with Word, Excel, PowerPoint, Sharepoint, Microsoft List, Planner and MS Outlook.
  • Excellent organizational skills.
  • Detail oriented.
  • Strong ability to work well under time pressure, able to meet deadlines and proven ability to effectively prioritize workflow.
  • Outstanding interpersonal skills and the ability to provide effective administrative support at a senior management level.
  • Proven ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential/sensitive nature.
  • High level of initiative and self-motivation.
  • The ability to work independently and as part of a team.
  • Flexible and adaptable.
  • Outstanding problem solving and analytical skills.

The COVID-19 vaccination is a job requirement and a condition of employment. Offers of employment will be conditional upon proof of full immunization against COVID-19 with a Health Canada approved vaccine, prior to the candidates’ start date.


How to Apply


Please include in your cover letter reference #230505-01 Executive Assistant - Community Mental Health

Application closing date: The posting will remain active on the website until the position is filled.

Candidates meeting the above criteria who wish to apply for this exciting opportunity should email their cover letter and resume to Human Resources at careers@cmha.calgary.ab.ca .


Certifications and Affiliations
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I certify that the statements made by myself in this application are true, accurate and complete. I understand and agree that a false statement made either in this application or during the course of my candidacy for employment with CMHA Calgary may disqualify me from employment or result in dismissal. I also understand that any personal information that I have disclosed during the course of my candidacy or in my application for employment may be shared with members of the Hiring Committee, the CMHA Calgary HR department or appropriate members of the CMHA Calgary management team at any time during the course of my candidacy or thereafter, should I become employed by CMHA Calgary or not, for any reasonable employment purposes. *