Executive Assistant

JOB DESCRIPTION | Executive Assistant

The Canadian Race Relations Foundation (CRRF) was created in 1996 to reaffirm the principles of justice and equality for all in Canada. The CRRF's mandate is to facilitate throughout Canada the development, sharing, and application of knowledge and expertise to eliminate racism and all forms of racial discrimination in Canadian society.

The CRRF is currently hiring for 1 Executive Assistant to support our Executive Team. 1-year temporary position will provide direct support to the Chief Administrative Officer (CAO).

• Job title: Executive Assistant
• Job classification: Non-Unionized
• Employment Status: 1-year Full-time Term Contract
• Hours: 37.5 hours per week; ability to travel and attend weekend, early morning, and evening meetings as required.
• Work location: Toronto head office; hybrid working setting, with regular in person meetings, travel required and possibility of returning on‑site work where applicable.
• Salary: $61,814 - $82,418 per annum.
• Benefits: Three weeks of vacation, two Personal Floating Days, sick days and 4% of annual income towards RRSP plan, and life, disability, medical and dental care insurance.
• Probation: 6 months.

• Manage and organize the calendar, including sending invitations and coordinating schedules with Director of Administration, the Executive and other staff.
• Schedule review times for deliverables and coordinate briefings, as needed.
• Attend to the Executive’s calendar review meetings to ensure attendance is reflected where needed and requested by CEO.
• Coordinate with all administrative staff across the organization to identify approval requirements for the Executive and scheduling briefings, as needed.

• Request, review, and tag agendas and preparatory information and material to calendar invites; create and distribute agendas for internal and external meetings.
• Draft agendas for the Executive’s meetings, attend meetings as needed, take minutes focusing on actionable items, review with the Executive, and circulate to attendees.
• Manage and schedule in-person, virtual and hybrid internal and external meetings and/or workshops including business arrangements / accommodations (food, travel, hotel accommodations, etc…).

• Track, review, and file approvals; coordinate with other admin staff and Director of the Executive Office and Administration on approval processes.
• Coordinating and tracking review folders for the Executive ensuring deliverables and timelines are met.
• Help create and maintain an efficient filing system for documents, approvals, and other information in SharePoint/One Drive.
• Distribute approved items to relevant departments and follow up on deliverables and timelines.
• Work alongside Corporate Secretary for the Executive’s related Board deliverables, approvals and other work; coordinate required information needed from the Executive.
• Support the development of the Executive’s reports for the CEO.
• Work closely with Corporate Secretary to ensure logistical elements of all board meetings, including approvals, are timed out and reflected in the Executive’s calendar.
• Draft or assist in drafting business notes in collaboration with directors for the Executive’s approval.
• Follow specific reporting requirements for each executive, as outlined during onboarding.

• Schedule and book travel arrangements; manage expense reimbursements and CC reconciliation for the Executive and Director of the Executive Office and Administration.
• Regularly travel with the Executive and ensure timely processing of related tasks.
• Flag emails that need response for the Executive.

• Follow up on requests, as directed by the Executive.
• Inform the Executive of potentially contentious or sensitive calls, meetings or requests, attend to follow-up, as required.
• Manage Executive records and documents.
• Oversee the Executive’s agenda, schedule, and meetings in consultation with the Director of Administration, the Executive and in collaboration with other administrative staff.
• Draft, review, edit the Executive’s general…