Job Description

Bring your passion for conservation and expertise to support visionary leaders who act for wildlife! The Wilder Institute/Calgary Zoo is seeking a

permanent, full-time Executive Assistant & Board Liaison

who will be a key strategic partner and trusted administrative leader within the organization.


Reporting to the President & CEO, this role provides high-level executive support to the President & CEO and the five members of the Executive Team, while also serving as the primary liaison to the Board of Directors for both The Calgary Zoological Society and Wilder Institute.


The Executive Assistant & Board Liaison is responsible for ensuring the smooth and effective operation of the office of the CEO, managing information flow, enabling high-functioning Executive team culture through strong communication and alignment practices, and coordinating complex administrative, governance, and strategic activities. This role oversees all board and committee logistics, supports the onboarding and engagement of Directors, manages meeting preparation and records, and ensures strong governance processes.


As a member of the organization's Executive Team, the incumbent plays a vital role in supporting the organization's strategic priorities, facilitating cross-departmental collaboration, enabling efficient executive operations, and representing the team with professionalism, discretion, and sound judgment. Additionally, the incumbent may liaise with the organization's leadership and Board of Directors at all levels. They will have to organize meetings and events with VIP collaborators, donors, partners and government offices.

Our Purpose

| We act for wildlife; saving species and inspiring people to join us.

Our Core Values

| Drive impact, nurture connection, cultivate hope, and be bold.

What you will do:

Executive Support to the President & CEO

Provide comprehensive administrative support, including complex calendar and schedule management, inbox prioritization, correspondence drafting, expense reconciliation, and office logistics. Ensure the CEO's time is strategically allocated by identifying priorities, tracking key initiatives and progress, and aligning daily operations with organizational objectives. Support CEO communications, including presentations, talking points, letters, and emails in collaboration with the communications team. Prioritize schedules, agendas, and workflows to ensure efficient and purposeful meetings. Coordinate domestic and international travel arrangements for the President & CEO and Executive Team members. Organize and escalate critical issues to the CEO, ensuring timely insights and timely resolution by equipping the CEO with necessary insights for effective decision-making. Other duties as assigned
Executive Team & Organizational Administration

Provide administrative support to members of the Executive Team, including scheduling, document preparation, meeting support, expense reports, calendar tracking of vacations, and project coordination. Coordinate Executive Team and Leadership Team (ETLT) and cross-departmental meetings, including agenda preparation, briefing material distribution, minutes, and follow-up when required. Collaborates closely with other administrative professionals across the organization to streamline processes, share best practices, and enhance overall administrative efficiency and consistency. Complete annual renewals for business licenses, organizational memberships, and background checks for Directors, as required.
Board Liaison & Governance Support

Serve as the primary liaison to the Board of Directors on behalf of the President & CEO, maintaining strong, professional relationships with the Board Executive, Committee Chairs, and Directors. Plan, coordinate, and support all Board and Committee meetings, including scheduling, agenda development, creating/updating motion documents, briefing materials, logistics, and follow-up. Prepare and maintain accurate minutes for Board and Committee meetings Coordinate Director onboarding, including orientation schedules, governance documentation, and briefings. Lead planning and execution of Board activities, including retreats, receptions, strategic workshops, and the Annual General Meeting. Ensure governance practices are followed and documented, ensuring documentation adheres to bylaws, policies, and compliance standards. Partner closely with CEO, the Executive team, and Events teams to ensure seamless, high-quality execution of all Board-related initiatives. Uphold strict confidentiality and exercise excellent judgment in handling sensitive organizational, personnel, and Board information.

What you will bring:

Experience

5-10 years of experience providing high-level administrative, project, or operational support to senior executives in complex organizations. Minimum 4 years of experience in corporate governance, board support, or compliance-focused administrative roles. Proven ability to manage multi-dimensional projects, coordinate events or board gatherings, and perform effectively under time-sensitive, high-pressure conditions.
Skills & Knowledge

Exceptional communication and interpersonal skills, both written and verbal, with the ability to engage confidently with executives, Board members, and individuals at all levels and across diverse cultures. Advanced organizational abilities and meticulous attention to detail, with the capacity to balance multiple priorities, manage complex schedules, and produce accurate, high-quality work. Strong leadership, emotional intelligence, and relationship-building skills, with the ability to motivate, support, and collaborate across teams to drive organizational goals. High degree of professionalism, discretion, and sound judgment, with strong understanding of confidentiality requirements and governance protocols (including familiarity with board meeting etiquette and minute-taking). Passion for wildlife conservation and a strong alignment with the vision and purpose of the Wilder Institute/Calgary Zoo, along with the ability to produce polished, executive-level presentations and documentation that support conservation-focused organizational priorities
Core Competencies

Supports our Vision and Purpose:Actively embraces our vision of a future where people and wildlife thrive, together. Assists in moving forward our purpose: We act for wildlife, saving species and inspiring others to join us. Learns about and supports conservation programs and initiatives, applying conservation knowledge in areas of work and influence, and finds ways to join our team in connecting, engaging, and inspiring self and others inside and outside of the zoo to support conservation.

Customer Focus:Demonstrates concern for and meets the needs of both internal and external customers.

Collaboration*: Develops, maintains, and strengthens partnerships with individuals and teams inside or outside the organization. May lead working groups serving to bring individuals together toward a common goal or may cooperatively with others.

Handling Multiple Priorities:Handles multiple assignments and priorities yet still fulfills all commitments. Readily accepts new responsibilities and adapts well to changes in procedures. Gives appropriate priorities to various work demands.

Accountability:Establishes clear agreements with others and demonstrates care in holding self and others consistently accountable for delivering on those agreements.

Flexibility:Can be nimble when situations change, adapting to new circumstances while not losing sight of the bigger picture goal.

Quality of Work:Produces work that is highly accurate, demonstrates attention to detail and reflects well on the organization. Is personally committed to high quality work and encourages others to have similar standards.

Communication:Communicates effectively and appropriately. Has exemplary judgment as to what to communicate to whom as well as the best way to get that accomplished. Speaks in a clear and credible manner, selecting the right tone for the situation and audience. Actively listens to others and allows them to make their point.

Concern for Employee Satisfaction:Clearly demonstrates a desire for a high level of satisfaction among employees. Communicates regularly with existing employees and makes it clear that employees can initiate conversations about concerns or issues.

Writing Skills:Produces clear and complete written reports in a timely manner. Uses professional language and tone that are appropriate for the intended audience.

Budget Management:Demonstrates an ongoing awareness of budget status and regularly tracks expenses against budget projections to ensure that spending levels can be adjusted as necessary.

Health and Safety:Takes ownership for the health and safety of self and others, and proactively identifying and supporting improvements to the workplace.

Working Conditions:

Sedentary computer work. Requires extensive use of computer. Some mobility on grounds required. Position requires you to attend meetings that may be scheduled early mornings and/or early evenings.

The Wilder Institute/Calgary Zoo is an outdoor facility and all staff working at the zoo must be comfortable working in a large variety of outdoor conditions. The Wilder Institute/Calgary Zoo follows the advice of Environment Canada when responding to temperature and air quality issues.

What the Zoo Offers:

Competitive compensation, vacation and flex days entitlement Flexible benefits plan, including a health spending account Employer matching RRSP program Discounts on food, beverage, and merchandise Participation in the Staff Pass Benefit plan A fun, rewarding work environment and the opportunity to work in a park full of wild animals

Are you ready to join one of Canada's leaders in wildlife conservation? If this position suits your skills, experience and personal attributes, we want to talk to you.

Apply by doing the following:

Watch this video about the conservation work being done at the Wilder Institute/Calgary Zoo. (https://www.youtube.com/watch?v=8J1VH1MBXm0) Submit your resume with an optional cover letter via our online application system. Fill in the Application questions: + If hired, when would you be available to start?
+ If hired, what are your salary expectations for this position?

Applicants must be legally entitled to work in Canada.

If this position is a fit for you, we encourage you to apply with a resume and cover letter online by

December 29, 2025 at 4:00pm MST.

The Wilder Institute/Calgary Zoo strives to cultivate a workplace in which

everyone feels welcome and empowered to bring their authentic selves to work

. As a conservation organization,

we respect and value the diversity of all life

and come together as individuals and teammates to achieve the organization's mission and vision. We recognize the

value of diversity, equity, and inclusion

, and work to advance our culture to ensure diverse viewpoints are heard and everyone has an equitable chance to succeed and thrive.

All candidates are thanked for their applications and advised that only those selected for interviews will be contacted.