Administrative Assistant to CEO Office

Location
Calgary, AB T2N 2E5
 
Full job description
ABOUT BETHANY

Bethany Care Society (Bethany) is one of Western Canada’s largest not-for-profit providers of care, housing, and community services for seniors and adults with disabilities. Since 1945, Bethany has provided high-quality, person-centred care focused on the unique physical, emotional, and spiritual well-being of our residents and tenants. We create caring communities to support Albertans to age well.

WHY BETHANY?

We offer generous vacation and leave time, competitive salaries, benefits, retirement savings programs and top-ups for maternal leaves. We are committed to employee well-being and giving back to our community. We invest in our people because they are the reason for our success.
For more information, check out this video about Working at Bethany
About the Role

The Administrative Assistant provides direct administrative support to the Executive Assistant and as directed, to the President CEO Office and Executive Leadership Team. This role provides intermediate support and preparation of executive-level documents in support of Bethany’s vision, mission and values.

Working under the guidance of the Executive Assistant, this position demonstrates discretion, attention to detail, as well as excellent interpersonal, communication and diplomacy skills.


What You Will Do

Administrative and Executive Office Support
Provide day-to-day administrative support, document formatting, data entry, preparation of weekly reports and correspondence.
Assist with drafting, editing, and proofreading documents, emails, letters, and other business communications.
Maintain well-organized electronic and physical filing systems, ensuring timely access to information while upholding confidentiality standards. Support the review, editing, and publishing of organizational policies and procedures through PolicyTech, ensuring version control and accessibility. Coordinate logistics for meetings, events, and appointments, including room bookings, catering, and technology setup.
Board and Committee Support
Support document compilation in preparation for quarterly reporting.
Maintain accurate and confidential records of governance documentation under the direction of the Executive Assistant.
Reception Relief
Provides reception relief as needed, including greeting visitors, answering and directing incoming calls, responding to general inquiries, and ensuring a professional and welcoming front desk presence.
Records and Document Management
Ensure proper organization, naming, version control, and secure storage of documents in alignment with privacy and information management policies.
Maintain up-to-date records to support compliance and accessibility.
Archive, retrieve, and dispose of documents according to retention schedules and organizational standards.
Privacy, Confidentiality, and Compliance
Handle sensitive and confidential information with discretion, ensuring strict adherence to applicable privacy legislation (e.g., Protection of Privacy Act [POPA], Access to Information Act [ATIA]). Support implementation and maintenance of internal privacy protocols, including secure document handling and access management.
Ensure that day-to-day work practices align with organizational
policies, professional standards, and current regulatory requirements.
Communication and Liaison
Regularly review and manage shared mailboxes to ensure timely, professional responses and appropriate escalation or redirection of inquiries. Support coordination of communication across internal teams, ensuring consistency and clarity in messaging.
Continuous Improvement and Learning
Participate in learning opportunities related to administrative best practices, governance, and privacy legislation.
Support the continuous improvement of administrative and governance functions by maintaining user-friendly templates, checklists, and procedural documentation. Identify opportunities to streamline administrative tasks and propose improvements to enhance efficiency and accuracy.
Team Collaboration
Collaborate effectively with the Executive Assistant, administrative team, and other internal stakeholders to ensure seamless coordination of responsibilities.
Demonstrate a helpful, respectful, and proactive approach to working with team members and leaders.
Adapt to shifting priorities and provide support, as needed, during vacation or absences of other administration team members .
Contribute to a positive, supportive work environment.
Qualifications

Education
Completion of a recognized administrative, business, or office management program or an equivalent combination of education and experience.
Experience
Minimum of 3 years of administrative experience, preferably in a corporate, healthcare, or governance-related environment.
Experience supporting senior leaders or executive offices.
Demonstrated experience coordinating meetings, preparing documents, and managing multiple priorities in a fast-paced setting.
Experience providing administrative support to Boards, committees, or governance functions.
Experience working in a healthcare, non-profit, or public sector organization.
Knowledge of privacy legislation (e.g., POPA, ATIA, Health Information Act) and records management practices.
Additional Skills
Exceptional attention to detail, accuracy, and organization.
Strong written and verbal communication skills, including the ability to prepare professional documents and correspondence.
High degree of discretion and ability to handle confidential information.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) and comfortable with digital platforms and tools.
Strong interpersonal skills with the ability to build effective relationships and collaborate across all levels of the organization.
Ability to manage competing deadlines, adapt to shifting priorities, and take initiative with minimal supervision.
How to Apply:
Like what you see and think you have what it takes to join our team?
*INTERNAL APPLICANTS* Internal applicants must utilize their @bethanyseniors.com email address in order to be considered for the role; failure to do so may result in omission from the selection process.

Apply Online at: http://bethanyseniors.com/careers/ by submitting your resume and cover letter.
Please note this competition may close sooner if a suitable candidate is found.
All applicants are thanked for their interest. Only those selected to move forward will be contacted.
Bethany Care Society is an equal opportunity employer.

Successful candidates will be required to obtain a Criminal Background Check and provide proof of all mandatory immunizations.

Bethany Care Society complies with the Personal Information Protection and Electronic Documents Act (PIPEDA). By forwarding your resume to Bethany you are consenting to the collection and use of your personal information for this job competition. Your information will be kept strictly confidential. Read more