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Company Name:
The Alex
Approximate Salary:
Not Specified
Calgary, Alberta
Position type:
Full Time
Experience level:
5 - 10 years
Education level:
Not specified

Administrative Assistant

Administrative Assistant – Ref. No. 18092

The Alex Administration Team

Permanent Full-Time

The Alex: Changing Health. Changing Lives.  The Alex Community Health Centre is a not-for-profit organization that is changing how we look at health care in Calgary. Our health, housing and food programs support our most vulnerable neighbours, tackling tough health and social issues head-on.  Using a multi-disciplinary team approach, we focus care on assessment, intervention and promotion of all aspects of health. We embrace a model of health care that is accessible, responsive and participatory. In addition to the Community Health Centre, we run a Seniors Health Centre, a Youth Centre, two Mobile Community Health Buses, one Dental Health Bus, four Housing First Programs, a Community Food Centre and Youth Law.



What we do and why we do it:

We work hard to create an office environment that is comfortable for all staff and guests.  As the Administrative Assistant helps to set the tone of the environment, we are looking for someone who naturally embodies exemplary interpersonal skills, diplomacy, and fine-tuned technical skills that will allow them to balance all job tasks with ease.  Further to this, the ideal candidate believes in the work all staff carry out to serve the most vulnerable sector of our community.  Flexibility is vital as we continue to grow and develop to best serve the needs of internal and external stakeholders.  This position directly supports our Directors and CEO.


What you will do:

  • Provide administrative support to our executive management team
  • Act as the point of contact between the executives and internal/external contacts
  • Prepare and finalize a wide variety of letters, memos, and email communication on behalf of the CEO and Directors
  • Respond to inquiries and requests in a professional and confidential manner while prioritizing and addressing where possible
  • Greet and assist visitors
  • Anticipate the needs of others in order to ensure their seamless and positive experience
  • Coordinate meetings
  • Assume responsibility for office supply inventory
  • Manage parking assignment distribution
  • Capture minutes at Board meetings
  • Create and maintain databases
  • Support room booking system
  • Schedule meetings and appointments
  • Organize and arrange functions
  • Develop and update administrative systems to make them more efficient and user friendly
  • Be aware of and follow all health and safety, including psychological health and safety, policies and procedures;  for protecting their own and others’ health and safety at work sites; and, refraining from violence and harassment


What you bring:

  • A genuine interest in working in the not-for-profit sector supporting the most vulnerable sectors of Calgary’s population who are facing chronic homelessness and/or coping with addictions/physical and mental health challenges
  • Minimum 5 years in an administrative or executive assistant role, preferably having reported to a multi senior management team
  • Post-secondary education in administration or related field an asset
  • High competency in Microsoft Office, including Word, Excel, PowerPoint and Outlook. The ideal candidate will also have experience using SharePoint
  • Strong communication skills written and verbal with varying individuals including staff, government, practitioners, academics, funders, and general public
  • Exemplary interpersonal skills with the ability to communicate professionally and diplomatically
  • Availability  to participate in meetings and functions that fall outside of normal work hours as needed
  • Knowledge and experience in dealing with boards and committees, and non-profit governance
  • Exceptional document preparation and editing experience; keen attention to detail
  • Demonstrated ability to prioritize work, and independently manage multiple, diverse, and competing priorities while meeting deadlines
  • A results-focused approach with a strong sense of personal accountability
  • Capacity to work with people from diverse cultural and socio-economic backgrounds
  • Pro-active self-starter with the ability to work as part of a team and/or independently
  • Quick response to emerging issues or needs, and can accommodate last minute requests and situations with a positive demeanor
  • The ability to anticipate the needs of others and follow-through in offering support and assistance
  • High degree of initiative, problem solving, and critical thinking skills
  • Strong organizational, time, and project management skills

How to apply:

If you are as passionate as we are about making a difference in people’s lives, please submit your resume to [email protected] and be sure to include the job title and reference number in the subject line.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.

For further information about The Alex and its programs, we encourage you to visit our website at