Senior Executive Assistant (FT)

Catholic Social Services is currently seeking Full Time Senior Executive Assistant in Edmonton to join our dynamic team!

This is an exciting opportunity to advance your career while making a meaningful impact on our organization’s success.

Job Summary

The Senior Executive Assistant reports directly to the Chief Executive Officer (CEO) and provides high-level, confidential executive and administrative support across a broad range of responsibilities. Serving as a trusted partner to the CEO, this role operates within a close, one-on-one working relationship and plays a critical role in enabling executive effectiveness.

As an integral member of the Agency’s leadership support structure, the Senior Executive Assistant serves as the primary point of contact for internal and external matters involving the Office of the CEO, delivering comprehensive support to the CEO and, by extension, the Board of Directors. The role requires sound judgment, discretion, and the ability to manage complex priorities in a fast-paced, executive environment.

What You'll Be Doing (Key Responsibilities)

Collaboration

• Demonstrates a clear understanding of, and commitment to, the Agency’s Catholic identity, vision, mission, values, and ethical standards, consistently embodying these principles in all professional interactions.
• Serves as a professional and trusted ambassador for the Agency and the Office of the CEO, engaging with staff, Board members, stakeholders, and the public with diplomacy, discretion, and integrity.
• Communicates with clarity, professionalism, and confidentiality—both verbally and in writing—while fostering respectful, collaborative relationships across all levels of the organization and with external partners.
• Exercises sound judgment in maintaining appropriate professional boundaries and safeguarding privacy, handling sensitive information with the highest degree of discretion.

Schedule Management

• Leads end-to-end coordination of complex in-person and virtual meetings, including strategic scheduling, logistical planning, setup, and teardown, ensuring seamless execution and adherence to critical timelines.
• Oversees and optimizes the CEO’s calendar and administrative workflow, exercising sound judgment to prioritize commitments while consistently aligning with the CEO’s preferences and strategic objectives.
• Protects and maximizes the CEO’s time by independently managing correspondence, conducting research, drafting executive-level communications and documents, synthesizing information, and proactively initiating follow-up actions.
• Manages comprehensive domestic and international travel logistics, including flights, accommodations, and itineraries, ensuring efficiency, accuracy, and alignment with CEO’s priorities.

Records and Reports

• Produces and refines high-quality executive documents by transcribing, formatting, editing, and managing complex text, data, and visual materials with exceptional attention to detail.
• Develops, prepares, and delivers executive-level correspondence, presentations, and reports, including materials for the Board and its committees.
• Serves as recording secretary for Cabinet, Board, and Board Committee meetings, capturing accurate minutes and preparing timely, polished final records for distribution.
• Ensures the timely delivery of precise, professional meeting materials and reports, consistently meeting tight deadlines and high standards.
• Establishes, maintains, and continuously improves electronic and physical filing and records-management systems to ensure accuracy, accessibility, and compliance.
• Manages and reconciles the CEO’s expense and reimbursement claims, ensuring accuracy and adherence to organizational policies.
• Maintains confidential CEO and Board records with the highest level of discretion and integrity.

Liaison

• Serves as the first point of contact for the Office of the CEO, professionally welcoming guests in person and by telephone, and responding to or directing inquiries with courtesy and efficiency.
• Collaborates effectively with the Board, executive leadership (C-Team and Cabinet), Service Areas, and external partners to support organizational priorities and initiatives.
•  Acts as a trusted liaison between the CEO’s office and Board members, facilitating clear, timely, and professional communication.

Executive Access Management

• Manages and prioritizes all requests for access to the CEO, exercising sound judgment to align executive time with organizational priorities.
• Screens and triages incoming calls and inquiries, determining the appropriate level of CEO involvement and redirecting matters as needed to ensure effective use of executive time.
• Maintains accurate contact lists and ensures timely, clear message management to support efficient and responsive communication.

General

• Adheres to all Agency policies, procedures, and health and safety protocols, consistently promoting a safe, professional, and compliant workplace.
• Contributes to a well-maintained, secure, and welcoming work environment that supports productivity, comfort, and operational excellence.
• Reports incidents, concerns, or risks promptly and appropriately to the CEO or designated contact in accordance with established protocols.
• Actively participates in team meetings and cross-functional initiatives.
• Performs others duties as assigned in support of organizational and CEO priorities.

What You'll Bring (Qualifications)

Formal Experience & Education:

• Post-secondary diploma in Office Administration, Business Administration, or a related discipline, or an equivalent combination of education and experience.
• Additional relevant certifications or professional designations are considered an asset.
• A minimum of five (5) years of progressive experience providing senior-level administrative or executive support in a complex organizational environment.
• Demonstrated equivalency through a combination of education, training, and executive-level experience will be considered.

Knowledge, Skills, and Abilities:

• Commitment to the Agency’s Catholic mission, vision, and values.
• High integrity, professionalism, discretion, and diplomacy.
• Strong organizational, time-management, and decision-making skills; able to manage multiple priorities.
• Attention to detail and ability to deliver accurate work in a fast-paced environment.
• Ability to handle sensitive executive-level information confidentially.
• Excellent verbal and written communication, interpersonal, and client-service skills.
• Proficient in Microsoft Office; adaptable to new systems.
• Minute-taking, basic accounting, and records-management skills.
• Reliability, punctuality, and professionalism; able to adapt to CEO’s evolving needs.

Core Competencies:

• Communication: Clear, professional, and effective with active listening.
• Result Orientation: Focused on achieving outcomes and supporting team goals.
• Service Orientation: Client-focused, empathetic, and professional.
• Problem Solving: Analyzes situations and develops practical solutions.
• Planning & Organizing: Sets priorities and adapts to changing demands.
• Teamwork: Collaborates effectively with colleagues and stakeholders.

Working Conditions:

• Office-based with regular computer use; occasional evening or extended hours may be required.
• Flexible work arrangements may be considered.
• Frequent engagement with internal and external stakeholders, maintaining professionalism.
• Conditions of Employment: Must provide satisfactory Security checks, including a Police Information Check (CPIC)

About Catholic Social Services:

You will be joining an established Agency that is guided by faith to care for and bring hope to people in need with humility, compassion and respect.

With 65 years of service delivery experience, Catholic Social Services is one of the largest multi-function social services agencies in Canada, with nearly 2000 staff, and hundreds of volunteers delivering over 100 different programs to people in need throughout Central Alberta and Edmonton.

Our values are at the core of everything we do!

• Humility: We acknowledge with gratitude our human abilities and limitations. We demonstrate humility by doing the best that we can with the resources that we have.
• Compassion: We respond to people in need with love. We demonstrate our compassion by caring for people without judgment and without condition.
• Respect: We demonstrate our respect by being personally present, open and attentive to those we care for and by honouring their dignity and freedom.

We thank all applicants. Only candidates selected for an interview will be contacted.

Catholic Social Services is committed to fostering a diverse and representative workforce. In an effort to enrich our agency and reflect the communities we serve, we welcome applications from qualified individuals of all diverse groups and backgrounds.