Executive Assistant to COO

Immigrant Services Calgary, 1200, 910 7Ave SW, Calgary, Alberta, Canada Req #174
Tuesday, October 12, 2021

Immigrant Services Calgary is a non for profit immigrant serving agency established in 1977. ISC's mission is to be a comprehensive settlement agency working together with immigrants and their families to make Canada home. ISC is looking for individuals who appreciate the valuable contributions immigrants make to Canada, and understand and share our values of  being passionate, accountable and ethical leaders in settlement services. We believe that people come first. We are committed to quality services for a diverse Canadian community.


This is a senior-level administrative support position responsible for providing a broad spectrum of confidential administrative support functions to the COO. The position requires an outgoing, innovative, out-of-the-box thinker who works well under pressure.

Reporting directly to the Chief Operating Officer (COO), the full-time Executive Assistant provides executive and support to the COO. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the COO. The Executive Assistant serves organizes and coordinates executive outreach and external relations efforts; and oversees special projects.  


Executive Support

  • Manage the COO’s calendar
  • Monitor, action and respond to the COO’s email, follow-up with internal team and external stakeholders as necessary
  • Manage COO’s expenses
  • Manage the correspondence with vendors, funders, partners, donors and other agencies
  • Produce documents and issue general correspondence (cover letters, letters of support, staff memos, etc.)
  • Record minutes of meetings including team, departmental and leadership meetings
  • Attend meetings on behalf of the COO as necessary
  • Work with COO and other senior staff on projects, promotions, and other service delivery services
  • Manage an active calendar of appointments
  • Compose and prepare correspondence
  • Arrange travel plans, itineraries, and agendas
  • Compile documents for meetings
  • Assist in the coordinate VIP visits and meetings
  • Complete expense reimbursements and credit card statements reconciliations


  • Communicate with staff on COO’s behalf and coordinates logistics with high-level meetings both internally and externally
  • Assist with or lead special projects as needed
  • Review and edit all external communications including reports, memos, emails
  • Prepare all written internal and external correspondence on behalf of the COO
  • Produce accurate and high-quality meeting minutes


Human Resources

  • Support the office of the COO and Human Resources as needed including assisting in the development and dissemination of training, policy, staff updates and logistical support
  • Work cooperatively with other team members in relation to Human Resources and Operations on organizational transformation initiatives and special projects

Board of Directors

  • Assist in the preparation of Operations / Human Resources / IT reports and materials for the Board as needed


Other duties as may be assigned by the COO


  • At least four years in a mid-level or senior Executive Assistant role
  • Post-secondary degree in Human Services, Business Administration, Public Relations, or Not for Profit Volunteer Management
  • Strong Proficiency in MS Windows and MS Office 365 including Word, Excel, PowerPoint, SharePoint and Teams
  • Ability to conduct research and present data in a succinct and well-written manner
  • Must be flexible, efficient, detail oriented, and possess excellent time management skills
  • Excellent writing, editing, grammatical, organizational, and research skills
  • Ability to work with a broad range of people including key external stakeholders, colleagues of COO, senior leadership team and staff, and others.
  • Exceptional organizational and interpersonal skills
  • Knowledge of Project Management, Risk Management, Change Management will be considered an asset
  • Task oriented, problem solver and team player
  • Thrives in a face paces and flexible environment
  • Cross-cultural sensitivity


Thank you for your interest. Due to the high volume of applicants, only candidates short-listed will be contacted. No phone calls or visits please.

Other details

  • Pay Type Salary
Location on Google Maps
  • Immigrant Services Calgary, 1200, 910 7Ave SW, Calgary, Alberta, Canada