Job Opportunity: Executive Administrator

POSITION SUMMARY

Reporting directly to the Chief Executive Officer, the Executive Administrator provides high‑level, confidential administrative, operational, and governance support that strengthens the overall efficiency of the Foundation.

This role is the primary administrative partner to the CEO and the central point of contact for the Board of Directors. The Executive Administrator ensures seamless coordination of Board governance, executive operations, internal workflows, meeting support, travel and event logistics, and cross‑organizational communication. Operating with maturity, discretion, and sound judgment, the Executive Administrator represents the CEO when required, ensuring accurate relay of information, timely execution of decisions, and continuity of leadership.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Executive Support to the CEO

  • Manage the CEO’s complex calendar, ensuring priorities align with organizational goals.
  • Coordinate travel, itineraries, briefing notes, meeting materials, and expense claims.
  • Prepare and draft correspondence, reports, presentations, and confidential documents.
  • Anticipate needs, flag emerging issues, and provide proactive solutions to reduce administrative burden on the CEO.
  • Maintain absolute discretion with sensitive information
  • Represent the CEO at internal meetings when needed, ensuring accurate note‑taking and timely communication of outcomes.
  • Build and maintain strong relationships with partners, donors, stakeholders, and senior leaders.
  • Conduct research, compile information, and prepare materials for executive‑level decision‑

Board of Directors Governance & Liaison Support

  • Serve as the administrative liaison to the Board Chair and Board members.
  • Coordinate all aspects of Board and committee meetings, including agendas, packages, logistics, minute‑taking, and records management.
  • Uphold governance protocols, bylaws, and compliance expectations.
  • Manage onboarding and orientation for new Board members.
  • Track annual Board and committee work plans to ensure deliverables and reporting deadlines are met.
  • Maintain digital governance systems and ensure accessibility of materials.
  • Support Board communication to staff and stakeholders.
  • Maintain precise Board records, motions, and historical files.

Organizational & Operational Administration

  • Provide administrative leadership for efficient day‑to‑day operations.
  • Manage internal room bookings, office supplies, internal schedules, and general office standards.
  • Prepare minutes for internal meetings as required, tracking actions and follow‑
  • Support staff with administrative needs related to donor stewardship, events, and project logistics.
  • Oversee formatting, proofing, and version control of internal reports and presentations.
  • Support internal communication, including CEO updates and staff announcements.
  • Uphold privacy, confidentiality, and records management best practices.

Strategic Planning & Executive Coordination

  • Coordinate strategic planning processes, timelines, and documentation.
  • Track progress on organizational priorities, monitoring deadlines and commitments.
  • Assist in preparing KPIs, dashboards, and progress reports for the CEO and Board.
  • Support cross‑functional alignment by ensuring decisions are communicated and operationalized.

Relationship Management & External Representation

  • Serve as first point of contact for Board members, partners, vendors, donors, and stakeholders on CEO‑related matters.
  • Maintain a polished, professional presence reflecting the Foundation’s mission and values.
  • Support donor‑facing activities, including logistics for meetings and stewardship events.
  • Coordinate visiting speakers or education sessions for the Board and Foundation.

Additional Duties

  • Support continuous improvement of administrative and governance processes.
  • Participate in special projects as assigned by the CEO.
  • Provide occasional event and launch support.

QUALIFICATIONS

Core Skills and Competencies

  • Exceptional organizational ability, attention to detail, and follow‑
  • Ability to manage confidential and sensitive matters with professionalism.
  • Excellent written and verbal communication skills.
  • Ability to manage competing priorities in a fast‑paced environment.
  • Strong problem‑solving skills and sound judgment.
  • High proficiency with Microsoft 365, SharePoint, Teams, and digital filing systems.
  • Ability to build strong relationships with Board members, donors, partners, and staff.
  • Ability to remain calm in emotionally charged situations and navigate with maturity.

Education and Experience

  • Post‑secondary certificate or diploma in office or business administration.
  • Minimum 5–7 years of senior administrative experience supporting executives or boards.
  • Experience with governance support and confidential materials preferred.
  • Non‑profit or health sector experience considered an asset.

Other

  • Occasional evening or weekend work required for Board meetings or Foundation events.
  • Some provincial travel may be required.
  • Location: Regina, SK

Apply with cover letter and resume at: info@cancerfoundationsask.ca
Deadline: Open until position is filled