Executive Office Assistant

About Us

Coding for Veterans is an organization that helps Canadian veterans to retrain for technology careers after leaving the military. The company has had over 1,000 students enroll in its programs since launching in 2019 and the positive impact has been substantial. We’re a small, driven team, and we’re looking for an Executive Office Assistant who keeps our leadership organized and turns plans into finished work.

The Role

You’ll be the right hand to our leadership team and a trusted resource for the whole organization. Part of your day will be keeping our outreach operations running smoothly: schedules, communications, meetings and follow-ups. The rest will be owning projects from start to finish, such as email campaigns, our monthly newsletter, website updates, outreach coordination and project research. We need someone who anticipates what’s needed before being asked, takes clear instruction and runs with it, and solves problems on their own. This job is an in-person role in our office in Scotia Plaza

Compensation

Your salary will reflect your experience, starting at $55,000 per year plus performance bonuses.

What You’ll Do

Executive Support

• Manage calendars, schedule meetings and coordinate across busy schedules

• Monitor and prioritize correspondence, drafting responses on behalf of team members when appropriate

• Prepare agendas, briefing materials and presentations; take notes and track action items

• Multi task multiple priorities to support our team

• Serve as a professional first point of contact for partners, sponsors and guests

Projects and Communications

• Write, design and send our monthly newsletter

• Build, schedule and track email campaigns

• Coordinate outreach activities with partners, sponsors, veterans and community organizations

• Make regular updates to our website content

• Conduct online research and summarize findings clearly for decision-making

• Keep contact records and files accurate and organized

• Take on other projects that support the executive team and the organization

What You Bring

• 3+ years of experience as an executive assistant, senior administrative assistant or in a similar role supporting senior leaders

• A habit of anticipating needs and flagging risks before they become problems

• Excellent writing skills: clear, polished and error-free

• Strong organization and the ability to manage competing priorities from several people

• Discretion and sound judgment with confidential information

• Experience with email marketing tools and website content management systems, or the willingness to learn them quickly

• Advanced proficiency with [Microsoft 365 / Google Workspace]

Nice to Have

• Basic graphic design skills (e.g., Canva)

• Experience in a non-profit or veteran-serving organization

• Event coordination experience

• Added bonus if you are bilingual (English/French)

Why Join Us

• Meaningful work supporting those who served Canada

• We are located downtown, with easy access to the subway, Union Station and GO

• Closely work with leadership in a small team where your impact is visible

How to Apply

Prepare a cover letter with no more than TWO paragraphs and a closing sentence. In the first paragraph explain what you believe are the 3 most important qualities needed in someone who works as an Executive Assistant and why you believe they are the most important qualities.

In the second paragraph, explain why you applied to this particular job posting. As a closing sentence please write, “I have read the instructions contained in the job posting and have followed the instructions.”

Email your resume and cover letter in PDF format to: tania[at]codingforveterans.com. The subject line of the email should be your last name (all caps), followed by the position you are applying for in lower case, followed by one word that you would use to describe yourself in all caps. [For example: SMITH executive office assistant AWESOME] APPLICATIONS THAT DO NOT FOLLOW INSTRUCTIONS WILL NOT BE CONSIDERED.