Job Description

Executive Personal Assistant

Company

: Gateway Holistic Care Group

Location

: Edmonton, AB

Job Type

: Part-time

Company Overview

Gateway Holistic Care Group provides compassionate, specialized support for individuals with autism and developmental disabilities. We offer boutique respite homes, transitional programs, and supported living environments across Alberta, Northwest Territories, and Nunavut, focusing on promoting independence, easing caregiver stress, and building meaningful community connections.

Mission

To help our service users thrive mentally, socially, and physically while ensuring a dignified quality of life.

Vision

To deliver person-centered programs that promote healthy living, emotional wellness, and complete well-being.

Core Values

Respect - Honoring identity, voice, and rights Trust - Building dependable, transparent relationships Security - Ensuring physical, emotional, and psychological safety Integrity - Acting with honesty and accountability Cultural Competence - Embracing diversity and inclusive care Empathy - Responding with compassion and understanding

Position Overview

:

The Executive Personal Assistant (PA) to the Executive Director provides high-level administrative support to ensure the Executive Director's daily operations run smoothly. This role involves managing schedules, handling confidential information, preparing reports and correspondence, and serving as a key liaison between the Executive Director and internal or external stakeholders. The Executive Personal Assistant plays a critical role in helping the Executive Director stay organized, meet deadlines, and achieve strategic goals.

Key Responsibilities

Manage the Executive Director's calendar, including scheduling meetings, appointments, and travel. Prepare and organize documents, reports, presentations, and meeting agendas. Handle confidential correspondence and sensitive matters with discretion. Screen emails and calls, prioritize communications, and draft responses. Coordinate internal and external meetings, taking and distributing minutes as required. Track and follow up on action items, deadlines, and project milestones on behalf of the Executive Director. Maintain filing systems, records, and databases ensuring easy retrieval and confidentiality. Assist with event planning and company initiatives as directed by the Executive Director. Liaise with staff, clients, partners, and community stakeholders in a professional manner. Perform general administrative duties such as expense tracking, invoicing coordination, and office logistics. Provide personal assistance to the Executive Director as required, which may include occasional out-of-hours tasks.

Qualifications & Skills

Post-secondary education in Business Administration, Office Administration, or related fields preferred. Minimum of 3 years' experience as an executive assistant or personal assistant, preferably in health care, social services, or a similar environment. Excellent organizational skills with the ability to multitask and prioritize effectively. Strong written and verbal communication skills. High level of professionalism, confidentiality, and discretion. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with digital tools. Ability to work independently with minimal supervision and exercise sound judgment. Valid Driver's License and reliable transportation required. Willing and able to travel locally or regionally as the job requires. Flexible and adaptable to shifting priorities and a dynamic environment.

Working Conditions

Primarily office-based, with frequent travel to program sites, meetings, or events as required. May require flexibility to work outside standard business hours to meet deadlines or support events.
Job Types: Part-time, Permanent

Pay: $21.00-$23.00 per hour

Expected hours: 15 - 20 per week

Benefits:

Company events Dental care Employee assistance program Extended health care Flexible schedule On-site parking
Experience:

Executive Assistant: 3 years (required)
Willingness to travel:

50% (required)
Work Location: In person