Executive Associate (Chief of Staff) Office of the President

Status: Open | Site: Millwoods - Edmonton, AB | Department: Administration | Closing Date: Apr 21, 2018

Location: Edmonton, Alberta

Job Status:  77.75 hours biweekly   

The Opportunity:  

This search is for an Executive Associate/Chief of Staff (Executive Associate) supporting the Office of the President and Chief Executive Officer (CEO). The growth position coordinates key deliverables from the CEO’s direct reports, the leadership team. Ensuring that we are delivering on commitments and timelines related to accountabilities related to the delivery of seniors care and accommodations.

Working autonomously and without close supervision, but always in close collaboration and communication with the CEO, the position provides administrative support handling highly complex, sensitive, confidential and proprietary information and documents, in paper and electronic format, and other materials, that are always treated with strictest confidentiality at all times.

The Executive Associate anticipates problems, formulates solutions and alternatives for routine and unexpected events, both internal and external, and constantly keeps the CEO abreast of those current and emerging issues from the perspective of maximizing the CEO’s scarce time, and optimizing his/her organizational awareness and effectiveness.

The position, with the assistance of SCF staff, coordinates frequent high-volume routine matters, and exercises agility and flexibility in developing and handling infrequent large complex documentation projects and event planning, engaging and organizing internal resources, and occasional external resources, to achieve the CEO’s desired objectives within tight deadlines.

Always with utmost discretion, tact and diplomacy, the position has daily and frequent personal and/or electronic liaison with executives, members of the Board of Directors and Foundation members, company managers, supervisors and personnel from other facilities and agencies, staff, industry associations (working closely with the CEO and with industry advocacy groups to achieve necessary advancement to seniors care goals), regulatory and government officials (Government relations), elected officials (municipal and provincial), vendors and suppliers, community, corporate and faith leaders, residents and families, and other persons.

This high-profile position demands maturity and judgment, constantly demonstrating the highest level of personal conduct and behavior, always without conflict of interest, in all matters. A professional presence and appropriate self-confidence are required. Superior communication skills and English-language composition skills to articulate complex and abstract concepts, in writing and in speaking, as well as appropriate public speaking skills for presentations to small groups within the company, are necessary.

Other factors for success include superior organizational skills, advanced computer skills using all of the tools in the Microsoft Office productivity software suite, excellent interpersonal skills, and the ability to work independently and interact well with all levels of internal and external management staff.


The successful candidate possesses the ability to complete high volumes of complex tasks and projects quickly with little guidance; reacts with appropriate urgency to situations and events that require quick response or turnaround; takes effective action without having to know the total picture; and efficiently and creatively solves difficult or complex problems that affect people within the group or other related groups.

  • The candidate is client-service oriented; demonstrates great attention to detail while still meeting tight deadlines; communicates with members of the President & CEO’s team in different departments; has strong organization skills and the agility and flexibility to switch gears at a moment’s notice. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals and high-level government and other officials both inside and outside the company is paramount. The successful candidate will be comfortable providing event and protocol service for high-impact company meetings, including support for visiting high-level elected officials and foreign dignitaries.

    Job Specifications/Qualifications include:

    • Suitable undergraduate degree 4-year Business Administration or Economics degree from a university; (B.Comm., B.Admin., etc.)
    • seven (7) to ten (10) years of progressively responsible experience in administrative and senior executive Associate activities in a fast-paced and dynamic office environment, supporting busy executives
    • Advanced and proficient user of MS Office productivity suite and other software, including:
      • MS Word, MS Excel, MS PowerPoint, MS Visio, MS Project, MS Outlook email and web browser (Explorer, Edge, Chrome, etc.)
      • experience using computer system query and report-writer tools to access database files; tabulating very large data files into pivot tables, reports and graphical presentations
      • creating flowcharts and organization charts
      • preparing electronic presentation materials
      • assembling long complex documents, indexing, TOC/tabulation
      • Adobe Pro *.pdf file maker
      • encryption and data protection technologies
    • Proficient and proven English language composition skills, grammar, punctuation and spelling; proofreading and editing large volumes of prepared documents
    • Superior analytical and numeracy skills, managing large volumes of data and documents

      • Business Metrics
        • Produce cost, revenue, and labor cost analytics. Produce statistical analysis, and financial analytics.
        • Requires intermediate level of experience with pivot tables, regression analysis, us of mainframe SQL database, and Crystal reporting.

       Graphical Preparation and Management

      • Generate audio and video presentations, technical reports, agenda items for President & CEO, Board of Directors.  Candidate must be capable of doing so without a template or established "go-by." Work product must be polished, grammatically correct and free from any type of typographical or formatting error. Daily work includes requesting information from executives and senior managers and summarizing that information in presentation format and obtaining supporting information for work projects and reports.
      • Attend meetings, conferences and prepare briefings to document subject matter concerning amendments and developments impacting the President & CEO, and the Board of Directors when needed.
      • Meeting Coordination and Preparation - Work in conjunction with the Executive Assistant organizing all necessary arrangements for regular meetings and special events, board meetings and volunteer committees; preparing the monthly board of directors’ packages attending monthly management meetings; assembles and prepares President & CEO’s materials, documents, audio and video recordings, teleconferencing and web conferencing materials and equipment for the Annual Board of Directors conference and retreat; arranges meeting logistics including materials, meeting spaces, lodgings and meals, presentation materials and technical equipment, set-up and break down of meeting space.
      •  Other related duties included, but not limited to:
          • Investigation and research topics as may be required by the President & CEO from time-to-time, employ creativity and problem-solving skills
          • Facilitates the achievement of organizational and department goals processes in collaboration with various Executive and Senior management, as required.
          • Serve as liaison for the President & CEO with legislative officials and bodies, government and funding agencies
          • Operates modern office equipment and technologies, e.g., personal computer, desktop and network printers, video conferencing, electronic presentation projectors, copiers, scanners, facsimile transmissions (faxes), telephone systems, postage meters, calculators
          • Frequent additional time and effort above and beyond normal weekday business hours is required.


The successful applicant will be required to obtain a clear criminal records check.

Apply by completing application and uploading cover letter/resume quoting .  We wish to express our appreciation to all applicants for their interest and effort in applying for this position. However, only candidates selected for interviews will be contacted.

Shepherd’s Care Foundation is "Dedicated to the Celebration of Life in a Caring Christian environment"