Executive Assistant

Support leadership. Strengthen our impact.

• Act as the primary administrative partner to the Executive Director exercising independent judgment to prioritize competing demands and manage sensitive matters
• Manage screen and prioritize correspondence inquiries and information flow on behalf of the Executive Director
• Draft edit and prepare executive correspondence briefing notes reports and internal/external communications
• Support executive decision making through research synthesis of information and preparation of high-quality documents and presentations

• Proactively manage the Executive Directors complex calendar including meetings travel conferences and competing deadlines
• Coordinate logistics for meetings teleconferences videoconferences and events including agendas materials attendance and followup
• Maintain organizational calendars and tracking systems for governance leadership and organizational deliverables

• Collect analyze and synthesize data to support executive decision-making
• Develop organize and maintain secure electronic and physical filing systems
• Record maintain and retrieve historical records meeting documentation and institutional knowledge

• Safeguard confidential sensitive and privileged information in accordance with organizational policy privacy legislation and best practices
• Demonstrate discretion professionalism and sound judgment in all interactions

• Attend internal and external meetings as required; accurately capture discussion points decisions and action items
• Prepare review and circulate draft meeting minutes and follow-up documentation
• Track action items and support accountability across leadership and crossfunctional teams

• Develop presentations dashboards and executive summaries to inform planning and decisionmaking
• Support reporting requirements for leadership funders and governance bodies

• Provide end to end administrative and documentation support for Regional and Provincial Boards including Board of Directors Audit Committees and Annual General Meetings
• Coordinate governance processes in accordance with organizational bylaws governance standards and confidentiality requirements
• Prepare compile and securely distribute Board and committee materials supporting informed decision making and compliance
• Attend Board meetings and committee meetings as required; draft accurate minute resolutions and follow up documentation to ensure accountability and continuity
• Support governance follow through records management and institutional knowledge related to Board and committee activities.

• Assist with drafting reviewing and formatting organizational policies and procedures
• Support special projects initiatives and organizational events as assigned
• Provide backup reception and office management support as required
• Participate in committees and working groups contributing administrative expertise
• Perform additional duties consistent with the scope and seniority of the role

• Diploma or Degree in Office Administration Business Administration or a related field
• Equivalent combination of education and significant relevant experience may be considered

• Minimum 4 years of progressive administrative or executive support experience preferably supporting senior leadership or boards
• Demonstrated experience supporting governance bodies (Board committees AGM) is strongly preferred
• Experience working in a nonprofit human services or communitybased organization is an asset

• Exceptional organizational timemanagement and prioritization skills in a fastpaced environment
• High degree of accuracy attention to detail and followthrough
• Strong judgment discretion and ability to manage confidential and sensitive information

• Clear professional written and verbal communication skills
• Strong interpersonal skills with the ability to interact professionally with executives Board members staff partners and external stakeholders
• Ability to work collaboratively and independently with minimal supervision

• Advanced proficiency with Microsoft Office (Outlook Word Excel PowerPoint Teams)
• Experience with virtual meeting platforms (e.g. Teams Zoom etc.)
• Experience updating websites social media platforms and using design tools such as Canva or similar
• Experience with email marketing platforms (e.g. Constant Contact) and donor or CRM systems (e.g. DonorPerfect or similar)

• Commissioner of Oaths (or willingness to obtain)
• Valid Drivers License and access to reliable transportation with appropriate insurance
• Current Police Information Check (satisfactory and no more than six months old)

• Reflect and demonstrate the Agency Vision in your work.
• Represent the Agency in a professional manner.
• Complete and maintain all Agency core training related to the position.
• Understand and act in accordance with the legislation policies standards and procedures of the program and Agency.
• Establish and maintain a collaborative working relationship with colleagues and external stakeholders to foster consistency and collaboration of services.
• Know and understand the relationship of the services of his/her program to other Agency programs and to the Agency Mission and strategic direction.
• Ensure accuracy confidentiality and safekeeping of agency records.