Executive Assistant & Board Liaison

Bring your passion for conservation and expertise to support visionary leaders who act for wildlife! The Wilder Institute/Calgary Zoo is seeking a permanent, full-time Executive Assistant & Board Liaison who will be a key strategic partner and trusted administrative leader within the organization.

Reporting to the President & CEO, this role provides high-level executive support to the President & CEO and the five members of the Executive Team, while also serving as the primary liaison to the Board of Directors for both The Calgary Zoological Society and Wilder Institute.

The Executive Assistant & Board Liaison is responsible for ensuring the smooth and effective operation of the office of the CEO, managing information flow, enabling high-functioning Executive team culture through strong communication and alignment practices, and coordinating complex administrative, governance, and strategic activities. This role oversees all board and committee logistics, supports the onboarding and engagement of Directors, manages meeting preparation and records, and ensures strong governance processes.

As a member of the organization’s Executive Team, the incumbent plays a vital role in supporting the organization’s strategic priorities, facilitating cross-departmental collaboration, enabling efficient executive operations, and representing the team with professionalism, discretion, and sound judgment. Additionally, the incumbent may liaise with the organization’s leadership and Board of Directors at all levels. They will have to organize meetings and events with VIP collaborators, donors, partners and government offices.

We act for wildlife; saving species and inspiring people to join us.

Drive impact, nurture connection, cultivate hope, and be bold.

• Provide comprehensive administrative support, including complex calendar and schedule management, inbox prioritization, correspondence drafting, expense reconciliation, and office logistics.
• Ensure the CEO’s time is strategically allocated by identifying priorities, tracking key initiatives and progress, and aligning daily operations with organizational objectives.
• Support CEO communications, including presentations, talking points, letters, and emails in collaboration with the communications team.
• Prioritize schedules, agendas, and workflows to ensure efficient and purposeful meetings.
• Coordinate domestic and international travel arrangements for the President & CEO and Executive Team members.
• Organize and elevate critical issues to the CEO, ensuring timely insights and timely resolution by equipping the CEO with necessary insights for effective decision-making.
• Other duties as assigned

• Provide administrative support to members of the Executive Team, including scheduling, document preparation, meeting support, expense reports, calendar tracking of vacations, and project coordination.
• Coordinate Executive Team and Leadership Team (ETLT) and cross‑departmental meetings, including agenda preparation, briefing material distribution, minutes, and follow‑up when required.
• Collaborate closely with other administrative professionals across the organization to streamline processes, share best practices, and enhance overall administrative efficiency and consistency.
• Complete annual renewals for business licenses, organizational memberships, and background checks for Directors, as required.

• Serve as the primary liaison to the Board of Directors on behalf of the President & CEO, maintaining strong, professional relationships with the Board Executive, Committee Chairs, and Directors.
• Plan, coordinate, and support all Board and Committee meetings, including scheduling, agenda development, creating/updating motion documents, briefing materials, logistics, and follow‑up.
• Prepare and maintain accurate minutes for Board and Committee meetings
• Coordinate Director onboarding, including orientation schedules, governance documentation, and briefings.
• Lead planning and execution of Board activities, including retreats, receptions,…