Senior Executive Assistant

Overview

Primary

Location:

Central Commons, 800-1000 7 Ave SW

Full Time Regular: 37.5 hours per week

Salary: $59,999 - $77,000

The primary role of the Senior Executive Assistant is to provide senior-level administrative support to the CEO and the Board of Directors. This individual works closely with the CEO and the Board to proactively support the strategic and operational management of Carya, bringing an innovative, collaborative, and solutions-focused approach to the role. In addition, the Senior Executive Assistant provides leadership and supervision to the administrative team across the agency, ensuring consistency, efficiency, and the delivery of exceptional support and service.

ABOUT THE ROLE

• You approach executive support with calm professionalism, handling schedules, details, and confidential information with ease and reliability.
• You’re a natural organizer who brings clarity to complex meetings and governance work, ensuring leaders have what they need to make informed decisions.
• You foster a collaborative, supportive environment, guiding teams with fairness, encouraging connection, and showing up as a steady, positive presence.

CEO & Executive Support

• Provide confidential, professional support to the CEO, including calendar management, travel, and weekly briefings.
• Organize CEO and executive meetings, including agendas, documentation, minutes, and follow-ups.
• Coordinate agency-wide communications, events, and meetings, including Town Halls and focus groups.
• Maintain official agency documents, records, and executive technology platforms (e.g., SharePoint).

Board of Directors Support

• Coordinate Board and committee meetings, including materials, minutes, quorum confirmation, and logistics.
• Maintain and distribute Board resources: notices, online channels, governance documents, and Director contact lists.
• Manage agency membership records and mailings accurately and efficiently.
• Oversee venue, hospitality, and logistics for all Board events, including the AGM.

Carya Culture, Engagement & Brand Representation

• Promote strength-based, collaborative practices and continuous learning to enhance organizational effectiveness.
• Facilitate networking, partnerships, and integrated solutions across teams.
• Create opportunities for collective knowledge sharing and maximizing organizational impact.
• Represent Carya professionally in all events, presentations, and external engagements.

Administrative Supervision

• Supervise and schedule administrative assistants across locations, ensuring consistent, high-quality work.
• Provide regular oversight, guidance, consultation, and performance management to direct reports.
• Develop and maintain administrative guidelines, templates, and procedures, and serve as the liaison with property management.
• Support financial processes, including credit card reconciliations, invoice approvals, and vendor coordination.

• Post secondary diploma or degree in relevant field or equivalent experience.
• Minimum of 5 years of proven experience as a dedicated Executive Assistant supporting one or more executive leaders, or equivalent transferable skills and experience.
• Governance and Board experience is required.
• Previous supervisory experience is preferred.
• Experience supporting senior executives in a fast-paced environment, preferably within healthcare or a non-profit organization.
• Detail-oriented and able to act with discretion and maintain confidentiality, while effectively collaborating on a wide variety of tasks within a multidisciplinary environment.
• Effective presentation and facilitation skills, along with strong communication and interpersonal abilities
• A positive attitude, coupled with the ability to balance a dedication to quality service is essential.
• Exceptional team orientation and collaboration skills.
• Excellent oral and written communication skills.
• Expertise in Microsoft 365 with a focus on SharePoint, Word, Teams, and Outlook.
• Ability to effectively manage and prioritize your emails and calendar.
• Valid driver’s license, vehicle, and insurance are required.

Be part of a community of over 100 passionate professionals who live our values of Respect, Kindness, Creativity, Collaboration, Belonging, and Wellness. Together, we make a difference in the lives of more than 40,000 Calgarians every year.

At Carya, we offer:

• Exceptional work–life balance. We empower our team to thrive by valuing rest and renewal. Enjoy ample time off, including three (3) weeks paid vacation pro-rated to start date, personal days, and office closure days, so you can bring your best self to work and beyond.
• Comprehensive benefits. We invest in your wellbeing and future. With employer-paid extended health coverage, co-pay dental, an annual health spending account, and an RRSP matching program, you’re supported to stay healthy, focused, and confident.
• Flexibility and support. We prioritize the growth and development of our team. Our collaborative environment encourages learning,…