Requirements:
  • Interview
  • Police Check
  • References
  • Resume
Also required for this position: A background check is required due to the private and confidential nature of data.
Languages Needed:

All volunteers must reside full time in Canada; Excellence in spoken and written English is required Understanding of written French is an asset.

  • Work remotely
  • Flexible in schedule
New Listing

Executive Assistant

Calgary, AB: in person, by telephone or by video-conferencing, Calgary, AB, T2H 0K2 [map]
3-10 hours / weekly
3-year term preferred (renewable)
The Executive Assistant is core member of the Administrative Committee. Under the direction of the Board, the Executive Assistant provides administrative assistance in a wide variety of administrative tasks. In addition to general administrative work, the Executive Assistant is in charge of streamlining communications and processes, and developing strategic administrative structures and plans. Responsibilities managed by the Executive Assistant or delegated to members of the Administrative Committee may include scheduling meetings, taking notes at meetings, maintaining and managing the electronic filing systems and shared team drives, producing reports and spreadsheets upon request, among other administrative tasks as assigned. The Executive Assistant works on a one-to-one basis with Board Members, and also communicates on a regular basis with team members, volunteers, voting members and external stakeholders. 

Applicants who reside full-time in Canada are welcome to apply.

Responsibilities:
Taking on or delegating ...
•	Being the point-person for all Board and Team members, and external volunteers and stakeholders.
•	Organizing meetings and booking meeting rooms, where applicable.
•	Handling e-correspondence and phone or in person communication with Directors of the Board, Team Members and stakeholders.
•	Taking notes at quarterly Board meetings and forwarding them by email to the Secretary of the Board who will subsequently draft the formal meeting Minutes.
•	Once approved, forwarding the Board Minutes to the Translator for the Minutes to be translated into French.
•	Taking notes at Executive Committee, Strategic Planning and other Committee Team Meetings upon request.
•	Producing occasional reports/ presentations when called to do so.
•	Maintaining and organizing the current filing system on the Team Google Drive.
•	Working with Committee members to help advance the mission – e.g., updating the website, sending email reminders, drafting quarterly newsletters, communicating internally and externally with families, contributors, and other tasks.
•	Working with the Translator in ensuring the website, documents and published information are updated concurrently with their respective English version.
•	Distributing the annual volunteer certificates electronically to each volunteer, typically in August or the end of summer.
•	E-filing important documents such as reports, meeting notes, emails, letters, images, and liaising with the legal office when requested.
•	Maintaining the privacy and security of all Buds in Bloom material.
•	Helping support the Committees in engaging with internal and external stakeholder events and engagements including Team Building in January, Annual General Meeting in March, fundraiser 1 in April, Volunteer Acknowledgement BBQ in late summer, fundraiser 2 in December, parent discussion groups (to be planned and scheduled), and other such events upon request.
•	Supporting recruitment and onboarding of new Team Members and Directors of the Board.
•	Assisting with grant application timelines, editing, coordination.

Time Commitment: Scheduling is flexible. From 3 to 10 hours weekly are estimated as a typical schedule. Meetings are held by telephone, face-to-face by video-conferencing and occasionally in person (when COVID restrictions are lifted) to help achieve Board and Team targets. Email, phone, text, Signal communications in between meetings are also used as needed. A three-year mandate is preferred.
Additional Details & Skills Required
•	High discretion and confidentiality practices, 
•	Ability to multitask and prioritize assignments,
•	Excellent time management and organizational skills, 
•	Attention to detail,
•	Great verbal and written communication skills in English.
Certification or Education Required
Administrative or Executive Assistance training and 10 years or more experience required
Why should you volunteer for this opportunity?
Great cause; flexible hours.

A once-in-a-lifetime opportunity to co-create a world where all families living with a child who has a disability get rapid access to the help they need. The change you will bring is sustainability of the cause, while also facilitating relief, hope and empowerment for families of a child with varying abilities.

Reference letter and of attestation of hours available upon request.
Requirements:
  • Interview
  • Police Check
  • References
  • Resume
Also required for this position: A background check is required due to the private and confidential nature of data.
Languages Needed:

All volunteers must reside full time in Canada; Excellence in spoken and written English is required Understanding of written French is an asset.

  • Remote or online
  • Flexible in schedule