Executive Assistant to the President & CEO

Location: Studio Bell, home of the National Music Centre, Calgary
Reports to: President & CEO

About the Role

The Executive Assistant (EA) is a trusted and experienced professional who provides high-level administrative and strategic support to the President & CEO and the Executive Office. Acting as the key liaison between the CEO, internal teams, board members, and external stakeholders, this role ensures the smooth and efficient operation of the Executive Office. The EA manages complex scheduling, correspondence, travel, board coordination, and confidential matters with professionalism and discretion. This full-time position is based out of the office 5 days a week with minimal work from home exceptions.

This is a dynamic position requiring exceptional judgment, organization, and communication skills. The successful candidate thrives in a fast-paced environment, anticipates needs, and is deeply committed to supporting the mission and leadership of the National Music Centre.

Key Responsibilities

Executive Office Administration

• Manage the daily operations of the Executive Office, ensuring priorities are well-organized and tasks are executed efficiently.
• Maintain and coordinate the CEO’s calendar, meetings, appointments, and travel, balancing strategic priorities with operational demands.
• Prepare correspondence, reports, presentations, and briefing materials with accuracy and attention to detail.
• Manage the flow of information, ensuring the CEO is informed, prepared, and positioned for effective decision-making.
• Handle confidential materials and sensitive communications with discretion and professionalism.
• Support the coordination of senior leadership and cross-departmental meetings, including agenda preparation, minute taking, and follow-ups.

Board and Governance Support

• Coordinate logistics, scheduling, materials, and communications for meetings of the Board of Directors and board committees.
• Prepare and distribute board packages, track action items, and maintain board correspondence and records.
• Serve as a primary point of contact for board members, ensuring professional and timely communication.

Fund Development and External Relations

• Provide administrative support to the Fund Development team as directed by the CEO.
• Assist with donor communications, meeting preparation, and stewardship materials.
• Support the planning and execution of development-related events and campaigns.

Financial and Office Coordination

• Prepare and reconcile expense reports for the executive office, invoices, and credit card statements.
• Oversee the organization of digital and hard-copy files for the Executive Office.
• Coordinate catering, meeting logistics, and event support as needed.

Special Projects

• Assist with the coordination of internal staff communications, meetings, and special initiatives.
• Support cross-departmental or strategic projects on behalf of the Executive Office.
• Anticipate needs and proactively offer solutions that support organizational efficiency and alignment.

Qualifications

• Minimum 5–7 years of experience providing executive-level administrative support, preferably to a CEO or senior executive in charitable, non-profit sectors in arts & culture and music industry for profit sector.
• Bachelor’s degree in business, administration, communications, or a related discipline (or equivalent experience).
• Ability to work in office 5 days a week.
• Exceptional organizational and time management skills, with the ability to handle multiple priorities under pressure.
• Outstanding written and verbal communication skills, with attention to tone and professionalism.
• High level of discretion, diplomacy, and judgment in managing confidential matters.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital collaboration tools (Teams, SharePoint, Zoom).
• Experience coordinating board relations and governance processes.
• Strong interpersonal skills with the ability to build positive relationships across all levels of the organization.
• A proactive, detail-oriented, and adaptable approach to work.
• Knowledge of or passion for music, arts, and culture is an asset.
• Experience with donor management systems (e.g., Raiser’s Edge) is an asset.
• Bilingualism (English/French) is an asset.

Join Us

At the National Music Centre, we celebrate diversity, creativity, and community. We invite candidates who are inspired by music’s power to connect and transform to apply by sending their resume and cover letter to nandita.aggarwal@nmc.ca.