Employment Opportunity (Temporary / Term Position)
Executive Assistant (Temporary)
Date Posted: January 21, 2026
Pay: $22.00 – $26.00 per hour
Job Type: Temporary, Full-Time (Term)
Are you looking to grow your administrative experience while making a meaningful impact in our community? The Wood Buffalo Food Bank is committed to relieving food insecurity by providing resources and education to citizens across the Regional Municipality of Wood Buffalo, including Fort McMurray and surrounding rural communities.
We are seeking a highly motivated Executive Assistant for a temporary, full-time term position, with a strong focus on accounts payable, accounts receivable, and bookkeeping, to support organizational operations.
Reports to: Executive Director
Job Purpose
The Executive Assistant provides essential administrative and financial support across the organization, with primary responsibility for accounts payable, accounts receivable, and day-to-day bookkeeping functions. This role ensures accurate financial recordkeeping while also supporting client services, donor relations, volunteer coordination, communications, and fundraising activities in alignment with the mission of the Wood Buffalo Food Bank.
Duties and Responsibilities
- Manage accounts payable and accounts receivable as a core responsibility, including invoice processing, bill payments, and donation receipting support.
- Perform day-to-day bookkeeping, ensuring accuracy and timely recordkeeping.
- Work closely with the Executive Director to support financial tracking and reporting.
- Manage emails, phone calls, and general inquiries in a timely and professional manner.
- Maintain organized filing systems and record archiving.
- Record and maintain accurate records for volunteers, donors, and stakeholders.
- Support fundraising initiatives, including donor communication and data tracking.
- Assist with social media scheduling and basic content updates in collaboration with the Communications & Development Coordinator.
- Create basic communication materials using Canva (flyers, social posts, recognition materials).
- Complete annual capital asset inventory and submit to the Executive Director.
- Participate in cross-training to support continuity of services.
- Complete new client applications and consult with the Client Services Manager when required.
- Book client appointments in accordance with schedules, policies, and procedures.
- Manage calendars, meeting room bookings, and meeting setup.
- Provide administrative support during board meetings, including preparation of materials.
- Maintain professionalism and strict client confidentiality.
- Assist with record-keeping, report writing, and research as directed.
- Coordinate with the Warehouse Manager to ensure vehicle maintenance is up to date.
- Oversee general property maintenance and office cleanliness as required.
Qualifications
- Minimum of 2 years’ experience in a similar role or relevant experience with transferable skills.
- Strong experience with accounts payable, accounts receivable, and bookkeeping is considered a significant asset and key requirement.
- Experience with QuickBooks or similar accounting software is a strong asset.
- Experience in fundraising support, donor relations, or event coordination considered an asset.
- Experience with social media platforms and basic content scheduling considered an asset.
- Proficiency with Canva or similar design tools considered an asset.
- Office Administration experience considered an asset.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Ability to collaborate effectively in a respectful and team-oriented environment.
- Ability to lift up to 50 lbs.
Working Conditions
- Ability to work independently and collaboratively in a team environment.
- Experience working with individuals with diverse and vulnerable needs.
- Availability Monday to Friday during regular business hours, with some flexibility.
- Schedule flexibility required during fundraising events or special initiatives.
- Occasional heavy lifting of grocery items.
- In-person work location.
Wood Buffalo Food Bank Association is an equal opportunity employer and values diversity, equity, and inclusion. We are proud to provide employment accommodation during the recruitment process. Should you require any accommodations, please notify us if you are contacted for a job interview.
Only those candidates selected for an interview will be contacted at that time. We are grateful to all candidates who apply for this position, however only candidates selected for an interview will be contacted.
Job Types: Full-time, Fixed term contract
Pay: $22.00-$26.00 per hour
Application question(s):
- Are you currently living in the region of Fort McMurray?
Experience:
- administrative/front desk: 1 year (preferred)
- non-for-profit sector: 1 year (preferred)
- customer service: 1 year (preferred)
- Microsoft Excel, Outlook, Word: 1 year (preferred)
Work Location: In person
