Executive Assistant
Executive Assistant
Posted on :
18-07-2025
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1 Vacancy
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Job Description
About the role:
Job Title:Executive Assistant
Reports to:Executive Director
Work Schedule: Full-time Onsite Monday to Friday
Date Posted: July 14 2025
Applications Due: July 21 2025
The Executive Assistant plays an important role in enabling effective service delivery for Clients fostering a positive work environment for staff and enabling efficient operations for the organization by supporting the Executive Director (ED) Management Team Board of Directors and staff with administrative and operational support as needed.
What you will be doing:
- Support the day-to-day tasks for Executive Directors (ED) Office ensuring consistency accuracy and efficiency of operations.
- Facilitate the EDs ability to effectively lead the organization by providing administrative support including but not limited to calendar management upon request scheduling key meetings preparing communications taking meeting minutes and preparing expense reports.
- Communicate key updates and information to the ED as required for the smooth operations of the organization.
- Coordinate internal and external meetings trainings and events including managing venues catering dcor preparing agendas developing and sending invitations and other logistical support to enable effective meetings and events with internal and external members of the NYWS community in-person and virtually.
- Execute the planning and coordination of the Annual General Meeting (AGM) including preparing the agenda sending invitations organizing catering coordinating with speakers obtaining input and approval from the ED and Management as needed.
- Manage meeting preparation for in-person and online meetings and events as required e.g. gathering and setting up equipment for meetings of the Board Management and others.
- Provide project coordination as needed for administrative and cross-functional projects.
- Develop administrative templates forms processes and procedures to enable the smooth flow of information and effective functioning of departments.
- Prepare documents develop draft communications format/copy edit and develop templates for the ED as needed and obtain final sign off and approval from the ED.
- Develop reports as needed across departments to support the ED and Management Team.
- Support the distribution and implementation of organizational policies and procedures and coordinate their maintenance.
- Coordinate online and offline storage and maintenance of organizational records documents and files including via the internal SharePoint.
- Coordinate the receipt and delivery of postage and courier mail.
- Submit IT requests with external service providers as needed e.g. ordering equipmentassigning and activating devices tracking serial numbers for equipment and managing account and access provisions.
- Provide back-up support to theFacilities Coordinator by receiving deliveries coordinating repairs and managing contractors visiting the building for maintenance.
- Triage emails from the mailbox and others as assigned.
- Organize and distribute Board documentation and reporting e.g.distributing minutes managing the storage of policies and documents maintaining up to date and accurate records of Board Member contact and other profile information.
- Foster a positive and inclusive environment by coordinating employee and client celebrations including gathering materials e.g. cake cards etc.
- Support onboarding and offboarding of employees by establishing employee files tracking assignment of equipment providing building access passes and keys setting up online accounts and email addresses etc.
- Support recruitment of new staff by posting positions to external job boards upon request from Human Resources.
- Assist with scheduling interviews as needed by booking space for in-person interviews.
- Send out employment-related communications as needed e.g. offer letters/ contracts on behalf of Human Resources upon request.
- Coordinate the Vulnerable Sector Clearance process by managing the TPS Police Record Check account and filing clearances upon receipt from staff.
- Integrate a deep understanding of our values in everyday interactions with staff management residents and other internal and external community members.
- Uphold all NYWS policies and procedures.
- Attend andparticipate in additional team building training in-services and other events and initiatives as .
- Uphold confidentiality of all clients staff volunteers donors and other internal and external members of the NYWS community in accordance with organizational policies.
- Additional duties as assigned by the ED or their designate.
Qualifications Education & Experience
- Post secondary diploma or degree related to the position or minimum 2 years of direct work experience.
- Experience working within a feminist anti-oppression and trauma-informed framework.
- Experience working in a non-profit organization.
- Satisfactory Vulnerable Sector Clearance with future checks.
Skills and Competencies
- High level of fluency with Microsoft Office tools e.g. Word PowerPoint Excel Outlook and other workplace technology.
- Ability to maintain a high degree of accuracy and confidentiality while handling sensitive information.
- Ability to navigate problems and find solutions in a fast-paced and highly variable environment.
- Positive enthusiastic team player with strong collaboration and organizational skills.
- Excellent interpersonal and customer service skills using inclusive and supportive language.
- Highly self-motivated with strong work ethic and willingness to take ownership of tasks.
- Excellent organizational and time management skills to prioritize effectively seek clarification when needed and complete deliverables on time.
- Ability to work effectively independently as well as part of a team.
- Commitment to understanding and working from an intersectional feminist anti-racist and anti-oppressive lens.
- Client-centred non-judgemental and committed to the foundational values of NYWS.
- Accepts input and ideas from all team members in building mutual commitment to team goals.
- Respectful and understanding of diverse perspectives and experiences.
- Excellent attention to detail.
Working Conditions:
- This role operates in an office space adjoined to the GBV Shelter which provides client services inclusive of children and house pets (dogs & cats).
- As a shelter committed to harm reduction this role may be exposed to residents under the influence of substances including but not limited to cannabis.
- Exposure to loud sounds and heightened emotions.
How to apply:
Does this sound like the right opportunity for you If so please apply with your resume on BambooHR by July 21st at 5pm. Only applications submitted through the BambooHR application portal by the specified due date will be considered and only candidates selected for an interview will be contacted. Please do not call the Shelter.
Required Experience:
Manager
Employment Type
Full-Time
Key Skills
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