Job Description

Must apply directly on our website. Applications submitted via Indeed will NOT be accepted. https://habitatsaskatchewan.ca/careers/

The Executive Assistant serves as the CEO's trusted right hand and foundational support to the leadership team at Habitat for Humanity Saskatchewan. This role is central to the organization's operational efficiency, strategic alignment, and internal coordination, acting as a force multiplier for executive leadership.With a strong focus on proactive communication, streamlined administration, and task execution, the Executive Assistant ensures that critical priorities move forward seamlessly. This individual manages complex schedules and correspondence, supports board governance and committee activities, oversees property and contract administration, and maintains robust organizational systems and workflows.As a key liaison across departments and external partners, the Executive Assistant plays a vital role in fostering collaboration, ensuring accountability, and upholding Habitat for Humanity Saskatchewan's mission and values. Their work directly contributes to the organization's ability to build strength, resilience, and self-reliance through its affordable housing initiatives.

Mindset

Mission-Driven: Committed to Habitat for Humanity's mission to build strength, resilience, and self-reliance through affordable housing. Collaboration: Foster strong relationships across teams, ensuring cohesive communication and teamwork. Adaptability: Handle changing priorities and competing tasks with flexibility and efficiency. Attention to Detail: Maintain accuracy and precision in all administrative and operational tasks. Confidentiality and Integrity: Handle sensitive information with discretion and professionalism. Proactive Leadership: Take initiative to identify opportunities for improvement and streamline processes. Confidentiality: Handle sensitive information with discretion and uphold the integrity of organizational and stakeholder data.

Key Responsibilities

Executive Support

Calendar & Email Management: Proactively manage the CEO's calendar and email inbox, including scheduling meetings, triaging messages, flagging urgent issues, and ensuring timely and appropriate follow-ups. Anticipate scheduling needs and prevent conflicts before they arise. Meeting Preparation & Follow-Up: Prepare detailed agendas; attend meetings as needed to take accurate, actionable minutes. Ensure all follow-up items are recorded, tracked, and completed. Task Coordination: Input and manage post-meeting action items and recurring responsibilities in Microsoft Planner or other project management tools. Monitor deadlines and progress, alerting the CEO to upcoming priorities or bottlenecks. Information Flow: Act as a communication bridge between the CEO and internal or external stakeholders, ensuring information is accurately relayed and aligned with strategic priorities. Confidential Support: Handle sensitive matters with utmost discretion, acting as a trusted partner who can be relied upon for tactical execution and strategic thinking.
Board & Committee Support

Meeting Coordination: Proactively schedule and coordinate all board and committee meetings, ensuring alignment with governance timelines and organizational priorities. Prepare and distribute agenda packages, briefing notes, and background materials well in advance to support informed decision-making. Stakeholder Liaison: Help respond to inquiries in a timely manner, schedule one-on-one check-ins as needed, and support the CEO in maintaining strong, transparent relationships with the board. Governance & Record Keeping: Maintain a structured and accessible system for board records, including minutes, resolutions, terms, and compliance documentation. Accurately record decisions and action items during meetings, and track follow-ups using tools like Microsoft Planner to ensure accountability and timely completion. AGM & Governance Support: Coordinate logistics and documentation for Annual General Meetings and other governance-related events. Ensure board member terms, appointments, and renewals are tracked and flagged in advance.
Office Operational Efficiency

System Oversight: Manage organizational systems, ensuring proper document storage, data management, and reporting tools are in place. Project Coordination: The executive assistant is responsible for coordinating and setting timelines for special projects assigned by the CEO. The executive assistant plans timelines, allocates resources, and monitors progress.
Property & Contract Administration

Contract Management: Oversee property records, contracts, and lease agreements, ensuring timely renewals and compliance with regulations. Stakeholder Coordination: Collaborate with stakeholders on property management and construction-related tasks, providing administrative support where needed.
Event Coordination

Event Planning: Assist the team with internal gatherings, donor events, and community outreach activities. Logistics Management: Assist in managing event logistics, including venue booking, catering, and preparation of materials to ensure smooth execution.

Skills

Document Management Systems: Skilled in managing digital and physical files for efficient record-keeping. Microsoft Office Suite: Advanced proficiency in Word, Excel, PowerPoint, and Outlook. QuickBooks Online: Experience in managing invoices, budgets, and financial reports. Event Management Platforms: Familiarity with tools for coordinating logistics and RSVPs. Communication Tools: Proficiency in email platforms, video conferencing software, and shared workspaces like Microsoft Teams.

Education

Education: Diploma or degree in Business Administration, Accounting, or a related field. Experience: Minimum of 3 years of experience in administrative or executive support roles.

Work Conditions

Full-time position, with occasional evening or weekend work required to accommodate Board of Directors schedules or fundraising events. May require some travel to visit other cities to support operations in our communities.
Job Types: Full-time, Permanent

Pay: $60,000.00-$70,000.00 per year

Benefits:

Casual dress Dental care Disability insurance Extended health care Life insurance On-site parking Paid time off RRSP match Store discount Vision care
Flexible language requirement:

French not required
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 2025-06-02
Expected start date: 2025-06-09