Executive Assistant

Deadline for applications: Opened until a suitable candidate is found.

The Organization

The Health Sciences Association of Alberta (HSAA) is a progressive union representing approximately 30,000 paramedical, professional, and technical members. Our staff are committed to delivering high-quality services to our members. HSAA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The Position

HSAA is seeking a highly organized and experienced Executive Assistant to provide senior-level administrative and governance support to the President and Board of Directors.

This is a key role that supports the effective functioning of the Board through the coordination of governance activities, executive administration, and the seamless flow of information between the President, Board, Executive Director, and internal stakeholders.

As a central point of contact for the elected President, you will coordinate calendars, manage correspondence, prepare Board and executive materials, arrange travel, and support a wide range of governance and administrative processes.

This role requires a high level of discretion and professionalism, as you will work closely with the President, Board of Directors, Executive Director and a range of internal and external stakeholders.

This position also requires up to 30% travel across Alberta to support meetings, Board activities, and President functions.

Key responsibilities include but are not limited to:

• Provide executive administrative support to the President, including calendar management, correspondence, travel, expenses, and meeting coordination.
• Coordinate Board and Committee meetings, including agendas, materials, logistics, minutes, and follow-up.
• Support governance processes including policies, bylaws, resolutions, and committee administration.
• Coordinate communication between the Board, Executive Director and Senior management team.
• Support external stakeholders including affiliates, vendors, and partner organizations.
• Assist with Board events, orientations, and organizational activities.

What You Bring

You are a highly organized and detail-oriented professional who takes pride in supporting elected executive and Board operations in a fast-paced environment. You are proactive, dependable, and known for your ability to anticipate needs, manage competing priorities, and ensure nothing falls through the cracks.

You bring strong communication skills, sound judgment, and the ability to work with a high degree of discretion and professionalism. You are comfortable supporting elected leadership and thrive in environments where accuracy, confidentiality, and responsiveness are essential.

The successful candidate will also have

• Post-secondary education in office administration, business, communications, or related field (or equivalent experience).
• 8–10 years of progressive executive assistant or senior administrative experience.
• Experience supporting elected leadership and/or a Board of Directors is strongly preferred.
• Strong proficiency in Microsoft Office, MS Teams, Zoom, and document management systems.
• Experience managing complex calendars, travel, and meeting logistics.
• Strong written communication skills and experience preparing executive correspondence and reports.
• High level of discretion and professionalism in handling confidential information.
• Governance or Board support experience is an asset.

Your Core Competencies

• Problem Solving: Anticipates issues and supports practical solutions.
• Drive for Results: Manages priorities with accuracy and accountability.
• Systems Thinking: Understands how processes connect across governance and operations.
• Agility: Adapts quickly to changing priorities.
• Collaboration: Builds effective working relationships across the organization.

What We Offer

Competitive Compensation: Commensurate with experience

Top Benefits: 100% employer paid benefits, flex spending account, and pension plan

Work-Life Balance: 35-hour work week

Learning & Development: Internal and external training support

How to Apply

Please submit your resume and cover letter by e-mail to Human Resources at ***email_hidden***. In your cover letter, please tell us how your skills and experience align with this position. Your cover letter will be reviewed as part of the recruitment process.

We're committed to building a safe and qualified team. As part of our hiring process, the successful candidate will be asked to provide verification of relevant educational credentials (certificates and/or diplomas, as applicable), a satisfactory driver's abstract for roles that involve travel or driving, and consent to a criminal record check. These requirements will be discussed in more detail during the selection process.

We thank all applicants for their interest. Only individuals selected for interviews will be contacted.