Executive Assistant

Description:

The Alberta College of Family Physicians (ACFP) is seeking an Executive Assistant to provide executive administrative support to the Executive Director (ED) and Board of Directors. This position plays a key role in supporting organizational efficiency and strategy, assisting in coordination of Board governance activities, and being a primary point of contact for stakeholders. The EA will also manage the flow of information, support volunteer coordination, and ensure the smooth operation of office tasks.

Key Responsibilities:

• Assistant to the Executive Director:

  • Manage high-level email correspondence on behalf of the ED, including creating messages, triaging, and filing emails.

  • Coordinate scheduling, time management, and travel for the ED, President, and other Board members.

• Board Coordination:

  • Schedule meetings, prepare meeting packages, and take minutes.

  • Coordinate Board member onboarding and exiting processes, including travel and expense claims.

  • Support logistics for Board events.

• First Point of Contact:

  • Manage the ACFP's info@acfp.ca mailbox and phone communications.

  • Coordinate communications and meetings for stakeholders.

• Information and Records Management:

  • Support filing, information management, and maintaining records such as the annual audit and corporate records.

• Governance Coordination:

  • Oversee governance committee processes, tracking membership terms, and updating manuals.

  • Support Annual and Special Meetings for Members.

• Volunteer Coordination:

  • Coordinate onboarding for medical student and family medicine resident Board liaisons.

• Office and Supply Management:

  • Order and maintain office supplies and coordinate mail and shipping.

• Team Support:

  • Assist ACFP teams with event planning and delivery cycles.

Qualifications:

• Previous experience as an Executive Assistant.

• Post-secondary degree, certificate, or diploma in a related field preferred, but relevant experience is prioritized.

• Proficiency in Microsoft Office applications and digital tools for collaboration.

• Understanding of not-for-profit policy governance.

• Experience working with a not-for-profit Board of Directors.

• Background in healthcare is an asset.

• Experience in reporting to senior management is a plus.

Why Join ACFP?

• Be part of a passionate, results-driven team focused on improving Alberta's primary healthcare system.

• Enjoy a supportive work environment that values diversity, growth, and collaboration.

• Competitive salary, great health and dental benefits, RRSP contributions, work location, and coverage for parking or a bus pass.