Executive Operations & Board Lead

Job description

About the Role We are seeking a proactive and detail-oriented Executive Operations & Board Lead to join our team. Someone who has a positive attitude and a knack for anticipating needs. The Executive Operations & Board Lead is an essential partner to Cybera’s executive leadership. You’ll split your time between coordinating crucial Board of Directors activities, internal department activities, and executive activities. Far more than a traditional support function, this role acts as a proactive force operationalizing the CEO’s priorities, driving internal alignment, and enhancing Cybera’s footprint across government, higher education, and member networks. You will manage essential executive logistics and board secretarial duties while actively anticipating the team's strategic needs. You are a sharp, independent thinker capable of bridging internal department activities, building executive profile opportunities, and delivering high-value communications to our key external stakeholders. Cybera is a not-for-profit agency whose mission is to improve the lives of Albertans through the use and advancement of digital technologies. We serve the province’s education, research and government sectors. We offer a number of services to our members, including high-speed networking, IT shared procurement, collaboration facilitation, and cybersecurity. What You’ll Do: Strategic Executive Support (15-20%) Provide strategic support in determining next steps and needs for the CEO, including initiatives to increase the profile of both the CEO and Cybera as a whole. Serve as an informed point of contact for high-profile stakeholders, including provincial/federal government funding bodies, post-secondary leadership, and member organizations. Lead the design and facilitation of executive leadership meetings, strategic planning offsites, and the tracking of organizational goal frameworks (OKRs / KPIs). Provide day-to-day executive administrative support as needed (coordinate and schedule meetings, travel arrangements, expense reports). Draft compelling executive communications, stakeholder updates, and thought-leadership talking points tailored to diverse audiences in partnership with internal stakeholders. Design standardized templates, reporting frameworks, and workflows for executive briefings. Board Work (50%) Lead and be the primary point of contact for Cybera’s Board of Directors. Take full ownership of board governance workflows while collaborating across internal departments. Coordinate the drafting of board and committee meeting packages. Seek opportunities for continuous improvement in workflows and actively contribute to the development of corporate governance practices, processes, and standards. Attend all board and committee meetings to record official minutes and track action items to completion. Coordinate board and committee meetings, including venues and catering. When required, engage with external governance experts to ensure organizational best practices. Coordinate and support Cybera’s Annual General Meeting (AGM). Support the board and committees with their inquiries and requests. Organize and participate in new director orientations and ensure all supporting documents are updated. Office Management (30-35%) Organize internal staff events (Lunch & Learns, Social Committee events, learning opportunities), including booking meeting spaces and catering. Lead our office operations: Ensure our offices run smoothly by liaising with various office vendors, service providers, and our office space provider. Occasional office management for our Edmonton office location. Foster an inviting office atmosphere. Coordinate and oversee internal office moves. Purchase office supplies. What You Bring: E xperience 8+ years of progressive experience supporting executive teams or board governance, ideally within a non-profit, tech, or startup company environment. Skills Proven ability to connect high-level organizational goals to daily operations and stakeholder communications. Strong organizational and documentation skills. Exceptional written and verbal communication skills. Comfortable interacting with staff at all levels; acting as the primary point of contact for external high-profile stakeholders. The ability to take initiative, anticipate needs, and work independently. A self-starter who thrives in ambiguity, anticipates executive needs, and takes ownership without heavy oversight. Technical Proficiencies To be successful in this role, you will need to be completely comfortable in a Google/Mac-based environment and relevant applications (Slides, Sheets, Drive, Calendar). Knowledge of Microsoft applications (Excel, Word), which are used infrequently, will be helpful for external use. Practical experience using office conferencing applications such as Zoom and Google Meet. Knowledge of Microsoft Teams is considered an asset. Experience with Adobe Acrobat for compiling meeting packages. These requirements represent an ideal candidate, however, we don't expect you to have them all! We thoroughly evaluate each candidate's overall potential and experience relative to the expectations and responsibilities of the role. Compensation and Location: This position is based in our Calgary office. No relocation costs will be awarded. Benefits of working at Cybera: This is your opportunity to work for a flexible, tech-forward not-for-profit that is helping Canada become a more equitable place to work, learn, and play! We offer: A hybrid working environment. Highly supportive and inclusive work culture. 35 hour work weeks. 4-day work weeks in the summer Benefits: Health & Vision benefits from day 1. Long & short term disability benefits from day 1. Flexible Health Spending Account (after successful probation). Annual professional development funds. Regular Lunch & Learns covering department updates, personal wellness and EDI topics. RRSP program (after successful probation). Healthy snacks in the office – and sometimes unhealthy snacks. 10 days per year to use for sick time or mental health breaks. The opportunity to invest in yourself and your career. How to Apply: This posting will remain open until a suitable candidate is found. Your application should include a resume and a short response (in your own words) to the application question listed below. While we appreciate all applications, only candidates selected for an interview will be contacted. No phone calls or recruiter assistance at this time, please. All qualified applicants will receive consideration for employment without regard to race, religious beliefs, colour, gender, disability, age, ancestry, place of origin, marital status, source of income or family status of that person or of any other person. Number of hires for this role: 1