Company Name:
HIV Community Link
Approximate Salary:
Not Specified
Calgary, Alberta
Social Services
Position type:
Full Time
Experience level:
2 - 5 years
Education level:
Bachelor's Degree
Jennifer Stacey

Executive Assistant

We are seeking an Executive Assistant (EA) to provide day to day support to the Executive Director, assistance to the leadership team and other areas of the organization as required. The EA is responsible for providing professional administrative support in areas that contribute to organized, effective and streamlined operations.

This is a full-time position (35 hours a week) working Monday to Friday.  A flexible schedule and ability to work evenings and weekends is required. Some inner-city travel may be necessary. This position will be located in the Calgary office and will report directly to the Executive Director. A criminal record check, including a vulnerable sector search, will be requested.

Key Accountabilities


  • Provide administrative support to the Executive Director, including but not limited to, calendar management, travel coordination, meeting coordination and preparation (i.e. board, stakeholder and employee meetings) and minute taking
  • Provide administrative support to the leadership team, including but not limited to, coordination of employee meetings and training courses, employee recruitment and onboarding, and day to day operations
  • Filing, photocopying, mail processing and maintenance of electronic records
  • Coordination of expense management, time accumulation and usage, and reporting timelines
  • Coordination and management of office supplies, program supplies and stationery
  • Act as a key contact for triaging vendor contracts and services
  • Data entry as required

Project Coordination

  • Provide administrative support for internal, external and third party events (e.g. Annual General Meetings)
  • Assist with special projects through administrative tasks and coordination as needed or assigned
  • Support the coordination of tendering and renewal processes of organizational service contracts


  • Support implementation of program outcomes and donor management databases
  • Compile qualitative and quantitative data, on an ongoing basis, to support funding and reporting requirements


Qualifications/ Key Competencies


  • A degree or diploma in business and administration or related field
  • 5 years of related employment experience with at least two years supporting executive level staff
  • Previous experience in a nonprofit environment preferred
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint)
  • Solid grasp of information technology systems including database management


  • Excellent organizational, document management and analytical skills
  • Strong communicator, including writing, editing, proofreading and computer skills with great attention to detail
  • Ability to coordinate multiple projects concurrently and respond quickly to changing priorities
  • Ability to learn, retain and disseminate complex information
  • Exhibit a high degree of professionalism, confidentiality and tact in interacting with stakeholders
  • Credibility and Integrity
  • Adept in developing and maintaining strong relationships with internal and external stakeholders
  • Willingness to work collaboratively in an open-concept, team oriented work environment
  • Knowledge of board governance and experience working with a nonprofit board of directors

Salary and Benefits

HIV Community Link Society offers competitive compensation and a comprehensive benefits package.   

Application Details

The deadline for applications is June 21, 2018.  Please send your cover letter, resume, and salary expectation to [email protected] quoting job reference HIVCL-096.

You must be eligible to work in Alberta and available for in-person interviews.   No phone calls please. We thank all applicants for their interest; however only those selected for an interview will be contacted.