About ARBI
ARBI is a nonprofit community-based rehabilitation centre providing neurorehabilitation and family support for survivors of moderate-severe acquired brain injury. For nearly 50 years, ARBI has been recognized as a pioneer in community-based brain injury rehabilitation using a combination of professional staff and trained volunteers. Our staff are relentlessly dedicated to the progress of each client we support.
Your Opportunity
Reporting to the Director, Operations, People & Culture, the Executive Operations Assistant provides administrative and coordination support to the Executive Director and leadership team to help ensure smooth organizational operations and effective internal processes.
This role supports key organizational functions, including governance administration, executive coordination, People & Culture processes, and internal documentation management. Working closely with organizational leaders, the Executive Operations Assistant helps maintain accurate records, coordinate administrative processes, support employee lifecycle activities, and ensure information is organized, accessible, and handled with professionalism and confidentiality.
The Executive Operations Assistant plays an important role in supporting ARBI’s internal operations by coordinating meetings, preparing documentation, maintaining organizational records, supporting recruitment and onboarding processes, and assisting with quality improvement and accreditation initiatives. This position requires strong attention to detail, sound judgment, and the ability to build positive working relationships across the organization.
This role provides the opportunity to:
- Support executive leadership in advancing ARBI's mission and organizational priorities.
- Contribute to strong governance practices through Board, committee, and leadership meeting administration.
- Support recruitment, onboarding, employee documentation, and People & Culture initiatives that contribute to a positive employee experience.
- Assist with accreditation, quality improvement, and organizational projects that strengthen ARBI’s systems and processes.
- Work within a collaborative, mission-driven organization committed to improving the lives of adults living with acquired brain injury.
What you bring:
The ideal candidate is a highly organized, approachable, and service-oriented professional who enjoys supporting others, coordinating administrative processes, and creating systems that help an organization operate effectively.
You are someone who thrives in a collaborative environment, manages competing priorities with confidence, and takes pride in producing accurate and high-quality work. You demonstrate professionalism, discretion, and strong interpersonal skills when supporting leaders, employees, candidates, Board members, and external stakeholders.
You are comfortable working independently while collaborating with others, anticipate administrative needs, and approach your work with compassion, accountability, and a commitment to ARBI’s mission and values.
Key attributes include:
- Strong organizational, planning, and time-management skills
- Excellent attention to detail and ability to maintain accurate documentation
- Strong administrative and coordination abilities
- Professional written and verbal communication skills
- Ability to maintain confidentiality and handle sensitive information with discretion
- Approachable and responsive communication style with strong relationship-building skills
- Ability to manage multiple priorities and adapt to changing organizational needs
- Ability to support governance, HR, and executive administrative processes
- Commitment to ethical practices, continuous improvement, and organizational values
- Ability to work independently while contributing positively to a collaborative team environment
- Commitment to ARBI’s mission and client-centred approach
Key responsibility areas:
1. People & Culture Support – 40%
Responsible for coordinating recruitment, onboarding, employee documentation, and administrative processes that support effective People & Culture operations and a positive employee experience.
- Coordinate and administer the full-cycle recruitment process, including posting vacancies, reviewing applications, conducting candidate pre-screening, scheduling interviews, and supporting hiring managers throughout the recruitment process.
- Serve as the primary administrative contact for candidates, ensuring a professional, welcoming, and responsive recruitment experience.
- Prepare employment offers, employment agreements, onboarding documentation, and employment-related correspondence for review and approval by the Director, Operations, People & Culture.
- Coordinate pre-employment requirements, including reference checks, Police Information Checks, credential verification, and completion of required employment documentation.
- Coordinate employee onboarding and offboarding while maintaining accurate, confidential personnel records.
- Administer HR documentation and processes, including policy acknowledgements, employee records, compliance tracking, HR templates, forms, and document management.
- Ensure employee documentation is accurate, complete, organized, and maintained in accordance with organizational policies and legislative requirements.
- Support employee engagement initiatives, training logistics, recognition activities, and other People & Culture programs.
2. Governance Administration – 40%
Responsible for supporting effective organizational governance through the coordination of Board, committee, and leadership administration, documentation, and record management.
- Coordinate logistics for Board, Board Committee, Leadership Team, and governance meetings.
- Maintain Board and governance records, including agendas, meeting packages, minutes, resolutions, policies, and corporate documents.
- Record, distribute, and archive meeting minutes, ensuring accurate documentation of decisions and action items.
- Coordinate Board onboarding, governance communications, annual governance activities, and administrative follow-up.
- Support effective governance through accurate recordkeeping, timely administrative coordination, and compliance with organizational and legislative requirements.
3. Executive & Organizational Coordination – 20%
Responsible for providing executive administrative support and coordinating organizational initiatives that contribute to operational excellence and strategic priorities.
- Provide administrative support to the Executive Director and Leadership Team, including calendar management, meeting coordination, and correspondence.
- Prepare reports, presentations, briefing materials, and other leadership documentation.
- Track action items and provide administrative follow-up to support organizational priorities.
- Assist with accreditation, quality improvement through planning, documentation, and coordination.
- Maintain organizational templates, policies, shared files, and administrative resources.
- Coordinate special projects, organizational initiatives, and volunteer, intern, or practicum student activities as assigned.
- Perform other executive administration, governance, People & Culture, and operational duties as assigned.
Qualifications:
- Diploma or certificate in office administration, business administration, human resources, or a related field, or an equivalent combination of education and experience.
- Minimum of 1 year of experience in an administrative, executive support, office leadership or human resources support role.
- Experience coordinating recruitment, onboarding, or HR administrative processes is an asset.
- Experience supporting senior leaders, boards of directors, or nonprofit organizations is an asset.
- Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills, including preparing professional documents and meeting minutes.
- Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
- Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and the ability to learn new systems quickly.
- Strong attention to detail, sound judgment, and the ability to work independently while collaborating effectively with others.
- Successful completion of a police information check and vulnerable sector check as a condition of employment.
- Valid driver’s license and access to reliable transportation may be required, depending on organizational needs.
Application Deadline:
This position will remain open until a suitable candidate is found. Applications will be reviewed on a rolling basis.
Please forward cover letter and resume to:
Laura Anifowose
Manager, Operations
E-mail: careers@arbi.ca
ARBI
311 Cedar Crescent SW
Calgary, AB T3C 3A4
Website: www.arbi.ca
