Executive Assistant & Governance Coordinator

The Alberta Dental Association (ADA) is the collective voice of dentists in Alberta. Established in 2023, the ADA strengthens and supports the dental profession and promotes oral health as an integral part of general health for all Albertans.

The Position

Reporting to the Chief Executive Officer (CEO), the Executive Assistant & Governance Coordinator provides high-level executive and administrative support to the CEO while also supporting the Director of Corporate Governance in the coordination of Board and Committee activities.

This role is central to the smooth operation of the Executive Office and helps ensure effective governance, efficient administration, and seamless communication across the Association. The position manages the CEO's office, coordinates executive priorities, prepares meeting materials and correspondence, supports governance processes, and contributes to corporate projects and special initiatives.

The successful candidate is proactive, highly organized professional who exercises exceptional judgment and discretion, and thrives in a fast-paced environment where priorities shift frequently. They anticipate needs, solve problems independently, and build strong working relationships with Board Directors, staff, members, and external partners.

It is a full-time, permanent position.

Hours of work: Occasional evening and weekend availability is required (usually 2-3 evenings and 1 weekend day every 2-3 months) for Board and Committee meetings. Due to this requirement, there is some flexibility with daily work hours.

Location: Staff of the ADA work in a hybrid in-office and home office model, per the established Personnel Policies. The ability to travel within the province (and potentially nationally) is required.

Salary: Commensurate with experience. The range for this position is $80,000 to $105,000.

Responsibilities

Executive Office Support

• Manage the CEO's calendar, travel, meetings, and priorities.
• Coordinate all logistics for CEO meetings, speaking engagements, and external events.
• Prepare agendas, meeting notes, correspondence, and reports.
• Monitor incoming requests and prioritize matters requiring the CEO's attention.
• Track action items, commitments and deadlines arising from meetings.
• Maintain confidential records and files.
• Support special projects and strategic initiatives.

Governance Support

Working closely with the Director of Corporate Governance and other relevant team members (Community & Partnerships Director, Events Specialist, etc):

• Coordinate Board and Committee meeting logistics.
• Prepare and distribute Board and Committee meeting materials.
• Support the administration of the Board portal on SharePoint (or equivalent platform).
• Maintain governance calendars and meeting schedules.
• Assist with Board orientation materials and governance education events.
• Record and distribute meeting minutes, where assigned.
• Coordinate the AGM and Board retreats.
• Maintain governance documentation and records.

Corporate Administration

• Coordinate Leadership Team meetings.
• Assist with preparation of organizational reports.
• Support Human Resources and office administration, as required.
• Coordinate travel and accommodations for Board members and senior leadership.
• Liaise with external vendors and service providers.
• Support corporate events and member meetings.
• Assist with document management and records retention.
• Other duties as assigned.

Skills and Attributes

• Exceptional organizational and time management skills.
• Outstanding written and verbal communication.
• Ability to anticipate needs and work proactively.
• Excellent judgment and discretion with confidential information.
• Strong relationship-building and customer service skills.
• Highly adaptable with the ability to manage multiple competing priorities.
• Strong attention to detail and commitment to high-quality work.
• Professional, diplomatic and collaborative.
• Resourceful problem solver with sound decision-making skills.
• Comfortable working independently while contributing as part of a team.

Education and Experience

• Diploma or degree in Business Administration, Office Administration or a related field, or an equivalent combination of education and experience.
• Minimum five years supporting senior executives, preferably at the CEO or executive leadership level.
• Experience supporting Boards, committees, or governance processes is considered a strong asset.
• Experience working in a member-based, not-for-profit or professional association is preferred.
• Advanced proficiency with Microsoft Office 365 and virtual meeting platforms.

How to Apply

Interested candidates are to submit their resume and cover letter to skossey@albertadentalassociation.ca. Only candidates selected for an interview will be contacted.

The closing date for this competition is August 9, 2026.