Job Title

Position Overview The Executive Assistant to the CEO provides dedicated, high-level executive and governance support to the Chief Executive Officer, enabling the CEO to operate with focus, clarity, and strategic effectiveness. This role serves as a trusted partner to the CEO, managing executive priorities, coordinating board and governance processes, and handling sensitive communications with precision and discretion. The Executive Assistant ensures the CEOs time, attention, and information flow are aligned with organizational priorities and governance requirements. Success in this role requires exceptional judgment, organization, and confidentiality, along with the ability to anticipate needs, manage complex schedules and competing priorities, and support executive and board operations in a fastpaced, seniorlevel environment. Mindset CustomerCentred Approach: Builds and maintains trusted, professional relationships with members, partners, and stakeholders that reflect Discover Saskatoons values and commitment to community growth. Integrity and Accountability: Upholds transparency, professionalism, and responsibility in communication, data handling, and decisionmaking. Collaboration: Works proactively with internal teams and external partners to align goals, share insights, and deliver consistent results and support communications and joint initiatives. Adaptability: Responds effectively to evolving priorities, operational needs, and changing circumstances while maintaining composure and focus. Continuous Improvement: Actively seeks feedback and identifies ways to improve operational efficiency, service delivery, and internal coordination. Community Engagement: Represents Discover Saskatoon with pride and professionalism, contributing to a positive, inclusive workplace culture. Strategic Thinking: Understands how daily operations support broader organizational goals and contributes to longterm sustainability. Skillset Executive Judgment & Prioritization Executive Prioritization: Manages the CEOs calendar, inbox, and commitments with a strategic lens, ensuring time and attention are aligned to the highestimpact priorities, governance requirements, and organizational objectives. Anticipatory Executive Support: Proactively identifies upcoming needs, risks, and pressure points by staying informed on priorities, schedules, and deliverables, preparing information, materials, and options in advance. Request Coordination & Prioritization: Coordinates incoming requests with sound judgment, assessing urgency and context, and ensuring items are addressed efficiently while supporting the CEOs focus on key priorities. Context Management: Maintains awareness of organizational initiatives, board cycles, and external commitments to provide contextaware support and prevent scheduling conflicts or missed dependencies. FollowThrough & Accountability: Tracks commitments, decisions, and action items arising from executive meetings and discussions, ensuring timely followup and completion. Composure Under Pressure: Maintains professionalism, discretion, and calm judgment in fastpaced or highstakes situations, adapting priorities as needed without loss of accuracy or trust. Governance & Board Administration Governance Administration: Serves as the primary administrative liaison to the Board of Directors and committees, coordinating meeting logistics, schedules, and communications to support effective and compliant governance processes. Board Documentation & Compliance: Prepares, organizes, and distributes board and committee agendas, minutes, reports, and governance materials with a high degree of accuracy, consistency, and confidentiality, ensuring materials are complete, wellstructured, and delivered within required timelines. Governance Timelines & Cycles: Manages board and committee calendars, meeting cycles, and submission deadlines, ensuring governance activities align with established schedules and statutory requirements. Accountability & Action Tracking: Accurately tracks board motions, decisions, and action items, maintaining organized records and following up with appropriate parties to ensure commitments are completed on time. Record Integrity & Organization: Maintains orderly, uptodate governance records and documentation, ensuring information is easily retrievable and auditready. Executive Communication & Coordination Confidential Communication Management: Manages sensitive correspondence, information, and communications with a high degree of discretion, professionalism, and judgment, ensuring confidentiality is maintained across all executive and governance interactions. Executive Documentation & Messaging: Drafts, reviews, and organizes briefing notes, presentations, reports, and executive materials that accurately reflect the CEOs voice, priorities, and organizational context, with close attention to detail, clarity, and timelines. Stakeholder Communication Coordination: Coordinates communications and interactions with senior leaders, board members, partners, and external executives, ensuring information is accurate, timely, and aligned across stakeholders. Information Flow & FollowUp: Ensures executive communications, requests, and decisions are clearly documented, appropriately shared, and followed up on, reducing miscommunication and ensuring continuity. Professional Tone & Representation: Maintains a consistent, professional tone in all executive communications, representing the CEO and Discover Saskatoon with credibility and respect. Strategic & Operational Support Strategic FollowThrough: Tracks CEOled initiatives, decisions, and commitments, maintaining clear records and timelines to ensure actions are completed and deadlines are met. Executive Logistics & Coordination: Manages complex executive travel, scheduling, and expense processes with a high degree of accuracy and organization, ensuring details are handled efficiently and in alignment with policies and timelines. Operational Readiness: Anticipates logistical and administrative needs related to executive activities, preparing information, materials, and schedules in advance to support smooth execution. Responsiveness Under Pressure: Responds promptly and professionally to urgent or timesensitive executive needs, adapting priorities as required while maintaining accuracy, discretion, and composure. Key Indicators Executive Organization & Prioritization: CEO calendar, inbox, and commitments are well organized, current, and aligned with. Governance Accuracy & Timelines: Board and committee materials are accurate, complete, and delivered within required timelines. Governance FollowThrough: Governance records, decisions, and action items are clearly documented and followed up on. Executive Communication Quality: Executive communications and materials are clear, professional, and require minimal revision. Strategic & Operational FollowThrough: CEOled initiatives and commitments are tracked and progress as planned. Executive Logistics Accuracy: Executive travel, scheduling, and expenses are handled accurately and efficiently. Confidentiality & Professional Trust: Confidential information is managed with discretion, and the CEO and Board express confidence in the reliability of executive support. Toolset Executive Productivity & Communication Tools: Microsoft Outlook, Teams, Word, Excel, and PowerPoint for executive scheduling, communication, document preparation, tracking, and coordination. Document Management & Records Systems: SharePoint and other document management systems for organizing, maintaining, and retrieving executive, governance, and organizational records. Board & Governance Tools: Board management platforms and governance tools used to prepare, distribute, track, and archive board and committee materials, agendas, minutes, and action items. Executive Expense & Travel Systems: Expense management and travel booking systems used to coordinate executive travel, process expenses accurately, and ensure compliance with internal policies. CRM & Reporting Tools (ExecutiveLevel Use): CRM and reporting tools used to support executivelevel coordination, stakeholder tracking, and information management, without system ownership or analytics responsibility. Scheduling & Coordination Tools: Calendar, scheduling, and coordination tools used to manage complex executive schedules, meetings, and governance timelines. Experience & Relevance 5+ years of experience supporting senior executives, boards, or governance bodies. Demonstrated experience in executive administration, governance coordination, or strategic support roles. Proven ability to handle confidential information with discretion. Exceptional organizational, communication, and judgment skills. Experience in a complex, fastpaced organization; nonprofit or publicsector experience is an asset. What We Offer Comprehensive Benefits Plan Flexible Health & Wellness Spending Account Employee & Family Assistance Plan 5% Matching RRSP Contributions Paid Parking & Corporate Cell Phone Professional Development Opportunities Additional Paid Time Off Exclusive Perks Application Deadline Please submit your cover letter and resume to by Monday, February 9th, 2026, at 5:00 pm CST. Applicants are encouraged to apply early. We thank all applicants for their interest, but only those being interviewed will be contacted. #J-18808-Ljbffr