Executive Assistant

Employment Type: Full-time (Long-term Contract)

Department: Office of the CEO

Union: Excluded

Salary: $60,000 - $65,000 CAD annually

File #: 26-CEO-01 (1 OPEN)

Posting Date: January 09, 2026

Posting Close: January 15, 2026

Reason for vacancy: Replacement

The Executive Assistant will be required to work Monday - Friday: 9:00 AM - 5:00 PM.

Reporting to the CEO, the Executive Assistant is accountable for providing senior-level administrative support to the CEO and serves as the primary liaison for stakeholders on all matters pertaining to the office of the CEO. The role calls for a high degree of initiative and independent judgment in managing the CEO’s schedule and activities. The Executive Assistant deals with the CEO, Board of Directors, its committees, and the senior management team, on a confidential basis.

The Executive Assistant uses discretion in the dissemination of information, organizes and coordinates executive outreach and external relations efforts, and manages special projects to successful completion, often under tight deadlines.

• Manages a complex calendar of appointments and detailed travel plans, ensuring effective prioritization of tasks and activities through timely coordination and collaboration with stakeholders.
• Acts as “gatekeeper” in planning and coordinating the CEO’s schedule, ensuring efficient utilization of the CEO’s time and aiming for win-win relationships with those seeking access to the CEO’s time and office.
• Communicates directly, or on behalf of the CEO, with Board members, donors, staff, volunteers, and government officials on matters related to the CEO’s initiatives, and to accomplish operational tasks; develops, leverages, and influences relationships to achieve outcomes and to improve relationships.
• Coordinates the flow of incoming and outgoing communications and responds to or redirects inquiries to the appropriate person or office.
• Develops communications, correspondence, and presentations, and completes them in a timely manner.
• Plans, schedules, and manages logistics related to meetings/conferences, completes expense reports, and prepares and compiles meeting materials, ensuring completeness and accuracy.
• Researches, prioritizes, and follows up on issues and concerns addressed to the CEO and determines the appropriate response or course of action.
• Manages and maintains documents and records (electronic and physical files), ensuring data/documentation integrity and ease of reference and retrieval.
• Initiates and leads a variety of initiatives for the CEO that supports the cultivation of ongoing relationships and contributes to the overall success of the organization.
• Other duties as required.

• Serves as the CEO's administrative liaison to the Board of Directors and Board committees: organizes the Board meetings, assists with the preparation of agendas and hand‑outs, records minutes and provides onsite assistance.
• Assists Board members with travel arrangements, lodging, and meal planning, as needed.
• Maintains Board documents and adheres to the bylaws on Board and Board committee matters.

• Works with the senior management team as their duties relate to the CEO, e.g. preparation of the Strategic Plan and Operating Plan documents, proofing documents, scheduling meetings, etc.
• Provides support for reporting and/or application requirements for funding, as needed.
• Other duties as required.

• College or university education in a related field, combined with increasingly responsible administrative support experience that includes 3 to 5 years supporting C‑level executives in a fast‑paced setting, preferably gained in a non‑profit environment.
• Thrives in a small, community‑based, entrepreneurial environment that is mission‑driven, results‑driven and community oriented.
• Strong planning and organizational skills and able to multi‑task and accomplish well under pressure.
• Exceptional verbal and written communication skills, including strong Board minute‑taking skills.
• A high level of integrity and discretion in handling confidential information.
• Well‑developed interpersonal…