Executive Assistant - Wood Buffalo Food Bank Association

Fort McMurray, Alberta

Full-Time, 40 hours per week, Primarily 9:00am-5:00pm

Bring strong administrative support to a team serving our community The Wood Buffalo Food Bank is looking for a highly organized, proactive, and dependable Executive Assistant to join our team.

This role is at the heart of many of the day-to-day processes that keep the Food Bank running. From managing accounts payable and receivable in QuickBooks to maintaining records, supporting donors and clients, coordinating meetings, and helping the team stay organized, your work will support the people and programs serving our community every day.

We’re looking for someone who enjoys bringing order to busy environments, takes pride in accuracy, and doesn’t need to be reminded twice to follow something through. You should be comfortable working independently, confident with numbers and financial records, and equally comfortable answering the phone, helping a client, or jumping in to support a community event when needed.

If you’re someone who loves being the organized person behind the scenes and wants your work to contribute to something meaningful, we’d love to hear from you!

What You’ll Do A key part of this position is supporting the Food Bank’s day-to-day financial administration. You will:

- Maintain accurate financial records using QuickBooks.
- Manage day-to-day accounts payable, including entering bills, organizing documentation, and preparing payments for approval.
- Support accounts receivable, including issuing invoices, recording payments, and monitoring outstanding balances.
- Record donations, sales, deposits, and other financial transactions accurately.
- Support bank and credit card reconciliations and follow up on discrepancies when needed.
- Maintain organized invoices, receipts, financial records, and supporting documentation.
- Support the Executive Director with financial tracking, reporting, and information requests.

You’ll also play an important role in keeping the organization organized and connected by:
- Providing day-to-day administrative support to the Executive Director and Food Bank team.
- Answering and directing phone calls, emails, and general inquiries.
- Preparing and organizing correspondence, reports, spreadsheets, forms, and other documents.
- Maintaining accurate and confidential records for donors, clients, volunteers, staff, and community stakeholders.
- Maintaining donor records, donation information, receipting,



and related documentation.
- Managing electronic and physical filing and archiving systems.
- Maintaining shared calendars and assisting with meetings, boardroom bookings, materials, and room preparation.
- Monitoring office and operational supply needs and coordinating orders upon approval.
- Supporting administrative reporting, data entry, research, and recordkeeping.
- Keeping track of deadlines, outstanding items, and administrative follow-up.

And as part of a small, community-focused organization, everyone helps where needed. You may also:
- Support client applications and appointment scheduling.
- Assist donors, volunteers, clients, vendors, and community partners with professionalism and respect.
- Support food drives, fundraising initiatives, community events, and special projects.
- Conduct research related to programs, funding opportunities, or organizational priorities.
- Participate in cross-training and provide support in other areas of the Food Bank when required.

What You Bring

This position requires someone who is genuinely comfortable with bookkeeping and financial administration. Previous hands-on QuickBooks, accounts payable, and accounts receivable experience is important for success in this role. The successful candidate will have:

- Previous experience in administration, bookkeeping, accounting support, office coordination, or a similar role.
- Demonstrated experience using QuickBooks in a working environment.
- Demonstrated experience with accounts payable and accounts receivable.
- Experience entering bills, preparing invoices, recording payments, and maintaining accurate financial records.
- A high school diploma or equivalent; post-secondary education in business administration, accounting, bookkeeping, office administration, or a related area is considered an asset.
- Experience in a nonprofit, charitable, or community-service environment is considered an asset.
- Strong proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Excellent organization and time-management skills.
- Robust attention to detail and a commitment to accuracy.




- Clear and professional written and verbal communication skills.
- The ability to manage multiple priorities and follow tasks through to completion.
- Sound judgment and discretion when working with confidential information.
- The ability to work independently while also contributing positively to a team.

What to Expect

This is a full-time, primarily onsite position at the Wood Buffalo Food Bank, located at 10010 Centennial Dr., Fort McMurray, AB.

The role is primarily Monday to Friday during regular business hours, with occasional flexibility required for Food Bank events, food drives, or organizational deadlines.

You’ll work closely with the Executive Director and interact regularly with staff, volunteers, donors, vendors, clients, and community partners. Some individuals accessing Food Bank services may be navigating difficult circumstances, so empathy, professionalism, confidentiality, and respectful communication are important parts of the role.

Some lifting and movement of food, office supplies, or other materials may occasionally be required.

How to Apply

Please submit a resume and cover letter outlining your interest in the position and your relevant experience with QuickBooks, accounts payable, accounts receivable, and administration to: [email protected]

Applications will be accepted electronically by email only. If you require an accommodation at any stage of the recruitment process, please reach out when submitting your application. We are committed to providing an accessible and inclusive recruitment experience.

The Wood Buffalo Food Bank is an equal opportunity employer and is committed to fostering a respectful, inclusive workplace. We welcome applications from qualified individuals of all backgrounds and experiences.

We thank all applicants for their interest. Only those selected to move forward in the recruitment process will be contacted.

Pay: $26.00-$29.00 per hour

Benefits

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
- Wellness program

Education:
- Secondary School (preferred)

Experience:
- nonprofit/community services: 1 year (preferred)
- financial administration : 3 years (preferred)
- direct executive director or CEO support: 1 year (preferred)
- QuickBooks: 4 years (preferred)
- AP and AR: 3 years (preferred)

Licence/Certification:
- Class 5 Licence (preferred)

Work Location: In person

📌 Executive Assistant (Fort McMurray)
🏢 Wood Buffalo Food Bank
📍 Fort McMurray