ACFP EXECUTIVE ASSISTANT - POSITION POSTING

ABOUT US

The Alberta College of Family Physicians (ACFP) is the provincial chapter for the College of Family Physicians of Canada (CFPC) and was established 70 years ago. We are a member-based, not-for-profit organization now representing over 6,000 family physicians, family medicine residents, and medical students across Alberta. We support certification of our members by providing continuing professional development (CPD) and upholding the established standards for certified learning. As the voice for family physicians in Alberta, we lobby and advocate on behalf of our members to advance excellence of family practice, define and celebrate the role of family medicine and family practice as the foundation of our health care system, and work to ensure Albertans can access high quality care from family physicians. The ACFP has established a culture that values integrity, respect, belonging, evidence, quality improvement, applied leadership, hard work, and collaboration.

ROLE OVERVIEW

The Executive Assistant holds a key organizational and team building position in the Alberta College of Family Physicians (ACFP). As the Executive Assistant (EA) to the Executive Director (ED), this position is invaluable within the organization and plays a pivotal role, providing executive administrative support to allow the ED and Board of Directors to concentrate on core business of, and strategy for the ACFP. The EA also provides primary support and coordination of the Board and Governance Advisory Committee. As an expert in governance, the EA manages the ACFP's Board and Committee call for nominations. The EA contributes to the efficient day-to-day operations of the ACFP often being the first point of contact and service delivery for the ACFP office.

KEY RESPONSIBILITIES

Assistant to the Executive Director - Monitor and manage high-level email correspondence on behalf of the Executive Director including creating messages and responses, triaging, and filing emails, letter writing, and reporting on behalf of the Executive Director. Coordinate the scheduling, time, and task management, and travel for the Executive Director, President, and/or Past President/President Elect.

Coordination for the ACFP Board - Scheduling meetings, communications, meeting package development, preparing minutes. Monitor and support Board succession including coordination of onboarding/exiting member processes. Coordination of hosting, facilities, booking travel, supporting completion of expense claims. Support and coordinate logistics for Board events and delivery cycles as assigned.

ACFP First Point of Contact - Manage and support the info@acfp.ca mailbox and telephone communications as first point of contact (e.g., triage for incoming phone calls, email, walk-ins). Support key stakeholder relations through communications support and email responses, scheduling, and meeting coordination.

Information and Records Management - Support information management, records management, e-filing, and maintaining legislated filing of annual audit and permanent corporate record.

Governance Coordination - Coordinate all governance committee health and renewal processes including tracking membership terms, updating Terms of Reference (TOR) and updating Board and Volunteer Orientation Manual. Coordinate the Annual Meeting of Members and Special Meetings of Members. Support ACFP communications and website updates related to governance activites.

Volunteer Coordination - Coordinate and support medical student and family medicine resident Board liaisons by scheduling transition and onboarding meetings with Board President and supporting staff team

Office Support and Supply Coordination - Manage, maintain, and order supplies including general office, stationery, and kitchen. Coordinate all incoming mail, shipping, and courier.

ACFP Team Support -- Collaborate and support ACFP teams during major event planning, preparations, and delivery cycles as assigned.

QUALIFICATIONS

Previous training and experience as an Executive Assistant

A post-secondary degree, certificate, or diploma in a related field is preferred but not required; relevant experience is prioritized

Technological proficiency including all Microsoft Office applications, digital tools for virtual collaboration, and willingness to learn new tools and skills to improve organizational efficiency

Understanding of not-for-profit policy governance

Previous experience working with a not for profit Board of Directors

Experience in reporting to senior management an asset

Background in health care environment is an asset

WHY JOIN ACFP?

Be part of a passionate, results-driven team making a tangible difference for family physicians and other people working in and being served by Alberta's primary health care system. Enjoy leading a supportive work environment that values diversity, equity, integrity, respect, growth, collaboration, and continuous improvement. This position offers a competitive salary ranging from $60,000 to $75,000 dependent on qualifications and expertise, we offer great health and dental benefits, matching contribution to RRSP, great work location, and coverage for underground parking or bus pass.

HOW TO APPLY

Please submit your resume and cover letter to Susan.WongArmstrong@acfp.ca no later than May 30, 2025, using the subject line: EA Application -- Your Name. We thank all applications for their interest; only those selected for an interview will be contacted.

The ACFP is committed to equitable and accessible employment practices. Should you require accommodation during any phase of the recruitment process, please let us know.

Alberta College of Family Physicians

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