Executive Assistant

Executive Assistant (Non-Unionized)

Position Summary

The Executive Assistant, provides confidential administrative and operational support to the Executive Director and leadership team. This position supports executive functions, HR administration, Board governance, facilities coordination, organizational reporting, and day-to-day office operations.

The successful candidate will be highly organized, detail-oriented, and comfortable supporting reporting and financial administration processes in a non-profit environment while working collaboratively with finance, HR, and program staff.

Key Responsibilities

Executive & Board Support

• Manage calendars, meetings, and administrative priorities for the Executive Director.
• Prepare correspondence, reports, presentations, and meeting materials.
• Coordinate Board and leadership meetings, including agendas, minutes, and follow-up on action items.
• Maintain confidential records and governance documentation.

Human Resources & Administration

• Support recruitment, onboarding, and employee records management.
• Assist with policy updates, staff communications, and training coordination.
• Maintain filing systems and administrative records.
• Support procurement, office supplies, and general administrative functions.

Reporting & Financial Administration Support

• Assist with the preparation and coordination of Board, funder, and organizational reports.
• Maintain reporting schedules, tracking tools, and supporting documentation.
• Support bookkeeping and financial administration processes, including invoice tracking, record management, and data entry as required.
• Assist with audit preparation and compliance documentation.
• Maintain accurate spreadsheets, databases, and reporting records.

Facilities & Operations Support

• Coordinate building, vendor, and maintenance requests.
• Support health and safety administration and workplace operations.
• Maintain asset inventories and IT equipment records.
• Track IT support requests and coordinate with service providers.

Qualifications

Education & Experience

• Diploma or degree in Business Administration, Office Administration, Human Resources, Accounting, or a related field, or an equivalent combination of education and experience.
• Minimum 3-5 years of administrative experience supporting senior leadership.
• Experience in a non-profit, healthcare, social service, or community-based organization is preferred.
• Experience supporting Board governance, reporting processes, bookkeeping functions, financial administration, or audits is considered an asset.
• Valid Class G Driver's Licence and access to a reliable vehicle.
• Satisfactory Police Record Check.

Skills & Competencies

• Excellent organizational, time management, and problem-solving skills.
• Strong attention to detail and accuracy.
• Ability to work with confidential and sensitive information.
• Strong written and verbal communication skills.
• Excellent minute-taking and documentation skills.
• Advanced proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams.
• Experience maintaining reports, spreadsheets, and tracking systems.
• Ability to manage multiple priorities and meet deadlines.
• Understanding of reporting and accountability requirements within a non-profit environment is an asset.

Compensation & Terms

• Full-time temporary contract position (35 hours per week).
• Monday to Friday, 8:30 a.m. to 4:30 p.m.
• Salary range: $55,000-$65,000 annually.
• Initial six-month term with possibility of extension.
• Non-unionized position.

Reporting Structure

Reports directly to the Executive Director and provides administrative support to leadership and Board functions as required.

Core Competencies

• Confidentiality & Integrity
• Professionalism
• Communication
• Organization & Planning
• Initiative & Accountability
• Relationship Building
• Attention to Detail