Executive Assistant

Our Client in Niagara is looking for a strong Executive Assistant. Under the direction of the Chief Executive Officer, the Executive Coordinator is responsible for providing professional, confidential, executive-level administrative support and project management to the Chief Executive Officer. The Executive Coordinator also provides the necessary support to the Board of Directors and Governance Committee of the organization. The Executive Coordinator is required to gather and analyze information for the CEO and prepare reports and presentations as required for various internal and external meetings. This role serves as the privacy officer for the organization.

PRIMARY DUTIES AND RESPONSIBILITIES:

Executive Support Responsibilities

• Provides support to the Board of Directors and Governance Committee by organizing meetings and agendas, distributing materials, taking minutes and assisting where required

• Prepares draft correspondence, reports, and presentations for the CEO and Management Team

• Helps plan fundraising events, conferences or community outreach initiatives as required

• Develops Executive office budget and tracks financial expenditures

Strategic Assistance Responsibilities

• Researches and analyzes information; gathers data and develops reports for annual impact reports, grant applications or strategic planning

• Tracks key projects for the CEO ensuring deadlines are met and milestones achieved

• Maintains accurate data, key performance indicators and spreadsheets in office systems

• Facilitates communication with donors, partners, and key stakeholders

• Monitors grant deadlines and coordinates submissions with the Management team

Administrative Responsibilities

• Manages the CEO’s calendar by setting up appointments and arrange meetings

• Develops agendas, takes and distributes minutes and attends meetings as required

• Ensures meeting arrangements are complete with equipment, food/beverage and other

resources as necessary

• Responds to routine queries, complaints and issues made to the Executive office

• Maintains electronic and physical filing systems for easy access to required documents

• Reconciles CEO credit card statements and prepares expense reports as necessary

• Handles all travel arrangements for the Chief Executive Officer and Management Team

• Compiles and regularly updates the organization’s policies and procedures

• Coordinates orders and inventory of office supplies

• Serves as primary contact with provider for IT issues

KNOWLEDGE AND SKILL REQUIREMENTS:

• Post-secondary education in business administration or equivalent experience required.

• Minimum 2 years of demonstrated experience in providing executive-level support to a

leadership role or management team.

• Proficiency with Microsoft Office and Google Workspace is required. Strong working knowledge

of Microsoft Excel, including the ability to maintain spreadsheets, organize data, and prepare

reports, would be considered a strong asset.

• Excellent organizational and time management skills to manage multiple priorities.

• Experience with financial processes including budgeting and basic accounting practices.

• Excellent problem-solving and decision-making skills and demonstrated critical thinking,

discretion, tact, and diplomacy.

• Experience in developing, recommending, and implementing processes and procedures.

• Excellent oral and written communication skills.

• Outstanding interpersonal skills and the ability to inspire confidence and trust amongst all

stakeholders, vendors, and clients.

• Advanced level of efficiency with Microsoft Office, Google Suite, and online software

applications.

• Basic knowledge of workplace health and safety standards.

• Demonstrated ability to work independently and as part of a team environment.

OTHER REQUIREMENTS:

• Valid Ontario Class “G” Driver’s License with clean Driver’s Abstract; clear Police Clearance

Certificate

• Must be able to work outside of a normal work schedule for both planned and emergencies as required

HOURS OF WORK

This position requires flexibility and includes:

• Full-time scheduled hours

WHY JOIN NIAGARA SPCA & HUMANE SOCIETY?

Joining our team means becoming part of an organisation dedicated to making a meaningful difference every day. You'll have the opportunity to:

 Make a positive impact on the lives of animals, people, and the community.

 Build a rewarding career in animal welfare, enforcement, and public service.

 Work alongside passionate, supportive professionals committed to animal welfare.

 Gain valuable experience in investigations, animal care, and community education.

 Grow within an organisation that values compassion, teamwork, integrity, and responsive

solutions.

EQUAL OPPORTUNITY EMPLOYER

The Niagara SPCA & Humane Society is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace where everyone feels valued and respected.

Please note that only candidates selected for an interview will be contacted.

HOW TO APPLY

If you are passionate about animal welfare and are looking for a rewarding career serving your community, we'd love to hear from you.

Please submit your resume to: hrteam@trustedtime.ca

Work Location: In person