City Council jobs in Calgary, AB

Executive Assistant to the Superintendent – 1.0 FTE - Temporary

Central Office

Located in Calgary, Foundations for the Future Charter Academy (FFCA) is the largest public
charter school in Alberta, serving over 4300 students in eight campuses throughout the city. We
offer educational programming emphasizing character and leadership development through a
distinctive teaching and learning framework emphasizing direct instruction that has been
refined within the Alberta context for students from Kindergarten to Grade 12. Our mission is to
provide a safe and caring environment where the academic excellence, character development,
parental involvement and staff leadership are valued and fostered.

Position Summary
FFCA seeks to hire an Executive Assistant to the Superintendent. The start date for this position
is July 13, 2026, and the position runs until July 31, 2027.

Reporting to the Superintendent, the Executive Assistant performs the following duties in the
provision of executive, administrative and communications support for the Superintendent and,
at times, other members of the FFCA senior leadership team.

Responsibilities
1. Executive Support to the Superintendent including, but not limited to:

a. Organizing, coordinating, and scheduling the Superintendent’s immediate and
future commitments and ongoing action items in line with the appropriate
priorities

b. Handling and screening incoming calls, emails, and correspondence for the
Superintendent

c. Creating and maintaining effective workflows while handling various projects
simultaneously

d. Arranging and organizing Superintendent, C-Suite, and admin council meetings,
including:

i. Developing, revising, and distributing formal agendas;
ii. Assembling and distributing packages of information required;
iii. Booking and/or setting up facilities;
iv. Arranging meals/catering;
v. Attending meetings, recording meeting minutes and distributing as

needed
e. Organizing and maintain the Superintendent's files, documents, and records
f. Prepare /proofing official correspondence on behalf of the Superintendent
g. Preparing / proofing correspondence, reports, policies, procedures and

other formal documents
h. Conducting and/or coordinating research, analysis, and synthesis of data to

inform decision making, including organizational surveys and other metrics

i. Responding to complex and sensitive internal and external inquiries and
concerns, redirecting to appropriate personnel in a timely manner

j. Addressing/reconciling challenging situations in a calm, respectful and
caring manner while keeping the Superintendent informed accordingly

k. Facilitating communication between the Superintendent and other faculty,
staff, students, and external stakeholders

l. Managing the Superintendent’s expenses and claim submissions in a timely
manner

m. Making travel arrangements for the Superintendent
n. Disseminating information to relevant team, committees, and staff on behalf

of the Superintendent
o. Providing general administrative support, including photocopying, filing, and

office organization

2. Board Meeting Coordination & Communication

a. Liaise with the Board Corporate Secretary to ensure that the Board has all
necessary information in preparation for meetings in a timely manner

b. Liaise with the Board Corporate Secretary to ensure all Public Board meeting
information is distributed to the FFCA community / posted to the main FFCA
website in a timely manner

c. Liaise with the Board Corporate Secretary and hosting site administration to
ensure that all logistics are in place for all public board meetings

3. Association of School Council (ASC) Liaison

a. Represent the Superintendent and senior leadership team at meetings of the
FFCA ASC providing administrative updates for the ASC

4. Event Coordination

a. Prepare & coordinate arrangements for FFCA events including, but not limited to
annual welcome breakfast, appreciation banquet, school-wide professional
development days, town halls, admin council retreats, and Board retreats
including, but not limited to:

i. Send invitations;
ii. Confirm participant attendance;
iii. Book facility;
iv. Arrange for meals/catering;
v. Set-up facility;
vi. Coordinate program, gifts, prizes, etc.

5. Communications

a. Maintain and update essential information on main FFCA website;
b. At the direction of the Superintendent, create official external communications in

various formats including print, video, and other digital formats as required
c. Coordinate regular internal communications with FFCA stakeholders including

board newsletter updates, Board announcements, FFCA central administration
announcements

d. Coordinate and manage FFCA website and social media presence (e.g. Twitter,
Facebook, Instagram)

6. Society Support

a. Maintain/update current Society bylaws as required
b. Prepare and submit Society annual Alberta registries return

7. Other related duties as assigned

Required Education and Training

• Post-secondary diploma/certificate in office administration and/or communications
• Minimum of 3-5 years of executive support or administrative experience
• Work experience within a team-oriented office environment
• Familiarity with FFCA policies and procedures is an asset
  

Desired Knowledge, Skills, Abilities & Attributes

• Ability to represent the Superintendent in a professional manner when interacting with

internal and external stakeholders

• Exemplary interpersonal skills
• Exemplary organizational skills
• Exemplary time management skills
• Exemplary ability to balance multiple priorities and tasks
• Exemplary attention to detail
• Proficiency in Microsoft/Office 365/SharePoint
• Proficiency in desktop publishing would be an asset
• Proficiency in website content management would be an asset
• Proficiency in digital media creation would be an asset
• Ability to use and learn FFCA supported technological applications
• Ability to take initiative and work independently
• Ability to handle sensitive information with discretion while maintaining confidentiality
• Ability to take initiative and demonstrate sound judgment in managing sensitive and

effectiveness of the Superintendent’s office and representation of Central Office to the
broader organization and public

• Flexibility to work evenings and weekends

Annual Salary: $65,811 – $82,160

Application Details:
Interested candidates are asked to e-mail a cover letter, resume and three reference
names/contact information to chloe.graveline@ffca-calgary.com.
Closing Date: This position will remain open until a suitable candidate is found.
We thank you for your interest in FFCA but only short-listed candidates will be contacted.